Personal Assistant to Executive Director

Agensi Pekerjaan & Perundingcara Bright Prospect Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A reputable recruitment agency in Kuala Lumpur is seeking an experienced Personal Assistant to the Executive Director. The role demands managing schedules, coordinating meetings, and preparing reports while ensuring confidentiality. Candidates should possess a Bachelor's degree and at least 4 years of relevant experience, with proficiency in English and Mandarin. Strong organizational and analytical skills are essential, alongside a proactive attitude. This position offers a dynamic work environment with varied responsibilities.

Qualifications

• Minimum 4 years of experience as a Personal Assistant or similar roles.
• Experience in fast-paced environments beneficial.
• Ability to manage confidential information professionally.

Responsibilities

• Manage calendars, schedules, and important tasks.
• Serve as liaison for the Executive Director and stakeholders.
• Coordinate events and prepare client presentations.

Skills

Proficiency in English

Proficiency in Mandarin

Strong organizational skills

Attention to detail

Analytical thinking

Ability to multitask

Education

Bachelor in Business Admin/Management

Accounting/Finance

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.

Proficiency 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 skills.

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:

YOUR APPLICATION WILL INCLUDE THE FOLLOWING QUESTIONS:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Personal Assistant to the Executive Director?