Personal Assistant to Director (Property Development)

Private Advertiser; Kuala Lumpur; On-site; MYR 50,000 - 70,000; Full time

Job summary

A prominent real estate firm in Kuala Lumpur is seeking a Personal Assistant to support the Director in property development. This role involves managing schedules, coordinating with various stakeholders, and preparing essential documents for projects. Candidates should possess a relevant degree and 3-5 years of experience in a similar role, showcasing strong communication and project coordination skills. The position demands discretion and the ability to thrive in a fast-paced environment, offering a dynamic opportunity in the property sector.

Qualifications

• Minimum 3-5 years of experience as a Personal Assistant or Executive Assistant.
• Strong understanding of property development processes is advantageous.
• High level of discretion and professionalism required.

Responsibilities

• Manage the Director's calendar, meetings, and travel arrangements.
• Act as a liaison between the Director and various stakeholders.
• Compile project updates and management reports.

Skills

Communication

Project Coordination

Stakeholder Management

Attention to Detail

Discretion and Professionalism

Education

Diploma or Bachelor’s Degree in Business Administration or related field

Tools

Microsoft Office

Job description

Personal Assistant to Director (Property Development)

Personal Assistant to the Director (Property Development)

Reporting To

Director

Job Summary

The Personal Assistant to the Director provides comprehensive executive, administrative, and project coordination support within a real estate development environment. This role supports strategic planning, project execution, authority liaison, and stakeholder coordination. The position requires discretion, commercial awareness, and the ability to operate effectively in a development-driven, deadline-oriented setting.

Key Responsibilities

Executive & Development Support

Manage the Director’s calendar, meetings, site visits, authority appointments, and travel arrangements.

Act as a key liaison between the Director and consultants, contractors, internal departments, property agents, business partners, and government authorities.

Prepare and manage correspondence, development reports, board papers, proposals, and presentations related to ongoing and upcoming projects.

Maintain strict confidentiality of development data, financials, approvals, and legal documentation.

Property Development & Project Coordination

Assist in tracking development progress, project timelines, approvals, submissions, and critical milestones (e.g. planning approvals, building plans, CCC/VP).

Coordinate with internal project teams and business partners such as architects, engineers, planners, QS, legal consultants, and property agencies.

Organise and maintain development documentation including contracts, drawings registers, consultant agreements, and authority submissions.

Support land acquisition, feasibility studies, and due diligence documentation when required.

Meetings, Reporting & Documentation

Coordinate internal project meetings and consultant meetings; prepare agendas, take minutes, and follow up on action items.

Compile project updates, sales performance summaries, and management reports for the Director.

Assist in preparing materials for investor, authority, and stakeholder presentations.

Communication & Stakeholder Management

Screen, prioritise, and manage communications related to development matters.

Draft professional emails, letters, and internal communications on behalf of the Director.

Coordinate with sales, marketing, finance, and operations teams to ensure alignment on development objectives.

Ad-Hoc & Strategic Support

Provide administrative and logistical support for launches, site briefings, inspections, and key corporate events.

Assist in ad-hoc assignments related to business development, corporate planning, and special projects.

Requirements & Qualifications

Diploma or Bachelor’s Degree in Business Administration, Management, Real Estate, Construction Management, or a related field.

Minimum 3–5 years of experience as a Personal Assistant / Executive Assistant, preferably in property development, real estate, or construction sectors.

Strong understanding of property development processes, project lifecycles, and authority workflows is an advantage.

Excellent written and verbal communication skills in English and Mandarin; Bahasa Malaysia is an added advantage.

High level of discretion, integrity, and professionalism.

Proficient in Microsoft Office; familiarity with project tracking tools or document management systems is an advantage.

Able to work independently, manage multiple deadlines, and handle pressure in a fast-paced development environment.

Commercial and development awareness

Strong coordination and follow-up skills

Detail-oriented with strong documentation discipline

Stakeholder and authority liaison capability

Proactive and solutions-focused mindset