Personal Assistant to Executive Director

Bright Prospect; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading firm in Malaysia is seeking a Personal Assistant to the Executive Director. The role involves managing calendars, preparing meeting materials, and serving as the main liaison with stakeholders. Candidates should possess a Bachelor's degree in a relevant field and have at least 4 years of experience. Proficiency in both English and Mandarin is essential. Strong organizational and multitasking skills are required, along with proficiency in MS Office and cloud filing systems. This position offers a dynamic work environment with diverse responsibilities.

Qualifications

• Proficient in both English and Mandarin.
• At least 4 years of experience in relevant roles.
• Strong attention to detail and ability to work independently.

Responsibilities

• Manage calendars and schedules for the Executive Director.
• Prepare meeting materials and take minutes.
• Coordinate travel and logistical arrangements.
• Serve as the liaison between the Executive Director and stakeholders.

Skills

Communication skills

Organizational skills

Analytical thinking

Multitasking

Education

Bachelor in Business Admin/Management

Bachelor in Accounting/Finance

Bachelor in Hospitality/Operations Management

Tools

MS Office

SharePoint

Cloud Filing Systems

Job description

Personal Assistant to Executive Director

Manage calendars, schedules, and time-sensitive tasks.

Prepare meeting materials, take minutes, and follow up on action items.

Draft, proofread, and format correspondence, reports, and presentations.

Handle confidential and sensitive information with discretion.

Coordinate travel, accommodation, and logistical arrangements.

Maintain organized digital and physical filing systems.

Communication & Coordination

Serve as the main liaison between the Executive Director and internal/external stakeholders, and coordinate cross-department communication.

Prepare briefing notes, summaries, and follow-up actions for meetings and site visits.

Report Verification & Task Monitoring

Review and verify departmental reports for accuracy, completeness, and compliance with company standards.

Maintain a master task tracker to monitor assignments and deliverables across departments.

Consolidate updates, identify delays or gaps, and highlight key issues for the Executive Director.

Ensure timely submission of reports, dashboards, and SOP updates.

Client & Event Support

Assist in preparing client proposals, quotations, and presentations.

Coordinate events, site visits, and client-related meetings.

Accompany the Executive Director to key meetings to document minutes and follow up on outcomes.

Confidential & Personal Assistance

Manage confidential HR and financial information with integrity.

Support the Executive Director with personal or ad-hoc tasks as required.

Maintain professionalism, confidentiality, and trust at all times.

Requirements

Bachelor in Business Admin/Management, Accounting/Finance, Hospitality/Operations Management.

At least 4 years of working experience in Personal Assistant, Operations Executive, Admin Exec, or Finance/Costing Assistant.

Exposure to F&B, the service industry, hospitality, or a fast-paced SME environment will be highly beneficial.

We are seeking candidates proficient in both English and Mandarin to effectively communicate with our diverse client base and stakeholders.

Proficient in MS Office, SharePoint / Cloud Filing Systems.

Strong analytical thinking, attention to detail, excellent organizational and multitasking.

Able to work independently with minimum supervision, proactive, and adaptable.

For those who have what it takes, please apply online or send in your profile to:

Consultant in charge: Wei Li

Tel: [phone]