Personal Assistant to Director (Property Development)

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prominent real estate development firm in Kuala Lumpur is seeking a Personal Assistant to support the Director. Responsibilities include managing the director's calendar, liaising with stakeholders, and ensuring confidentiality on project details. Candidates should have a diploma or bachelor’s degree and 3–5 years of relevant experience. Excellent communication in English and Mandarin is essential, with proficiency in Microsoft Office preferred. This role offers a challenging environment in a fast-paced property development sector.

Qualifications

• Minimum 3–5 years of experience as a Personal Assistant or Executive Assistant in property development.
• Strong understanding of property development processes and authority workflows.
• High level of discretion, integrity, and professionalism.

Responsibilities

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

Skills

Excellent written and verbal communication skills (English and Mandarin)

Strong coordination and follow-up skills

Detail-oriented

Ability to handle pressure

Commercial awareness

Education

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

Tools

Microsoft Office

Job description

Personal Assistant to Director (Property Development)

Job Title: Personal Assistant to 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.

Key Competencies

• 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