Personal Assistant to Executive Director

Torto Food Industries (M) Sdn Bhd; Penang; On-site; MYR 42,000 - 66,000; Full time

Job summary

Torto Food Industries (M) Sdn Bhd is seeking a dedicated Personal Assistant based in Penang, Malaysia. The role supports the Executive Director by managing calendars, scheduling meetings, coordinating travel and accommodation, and preparing documents and presentations.

The successful candidate will handle confidential information with discretion, maintain organized filing systems, and collaborate across departments to keep executive projects on track and the office running efficiently.

Qualifications

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
• At least 5 years of relevant experience as a Personal Assistant or Executive Assistant.
• Ability to handle confidential and sensitive information with discretion.
• Strong scheduling, travel planning, and document preparation capabilities.
• Excellent organizational, communication, and interpersonal skills.

Responsibilities

• Manage the Executive Director's calendar, appointments, meetings, and travel arrangements.
• Prepare reports, correspondence, and meeting minutes.
• Handle confidential information with discretion.
• Coordinate with departments and external stakeholders on communications and project updates.
• Follow up on action items to ensure timely completion and maintain filing systems.

Skills

Calendar management

Meeting coordination

Travel arrangements

Discretion

Communication skills

Organizational skills

Interpersonal skills

Education

Bachelor's degree in Business Administration, Secretarial Studies, or related field

Job description

Role Description

This is a full-time, on-site role based in Penang, Malaysia, supporting the Executive Director as a Personal Assistant. The role includes managing the Executive Director’s calendar, scheduling meetings and appointments, and coordinating travel and accommodation arrangements. The Personal Assistant will handle correspondence, prepare documents, reports, and presentations, and maintain organized electronic and physical filing systems. Daily responsibilities also include screening calls and visitors, coordinating internal and external communications, and following up on action items to ensure timely completion. The role requires close collaboration with other departments to support executive projects, maintain confidentiality of sensitive information, and ensure the Executive Director’s office runs efficiently.

Key responsibilities

• Manage the Executive Director's calendar, appointments, meetings, and travel arrangements
• Prepare reports, presentations, correspondence, and meeting minutes
• Handle confidential information with discretion
• Manage professional communications and follow up on inquiries
• Coordinate with departments to facilitate communication and update the Executive Director on business developments, meeting outcomes, and important departmental matters
• Coordinate meetings, corporate events, agendas, and meeting materials
• Monitor meeting decisions and follow-up actions
• Monitor project progress and follow up with department heads to ensure tasks and deadlines are met
• Arrange domestic and international travel, accommodation, itineraries, and expense claims
• Assist the Executive Director with ad-hoc business and administrative matters as required

Requirements:

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field
• At least 5 years of relevant experience as a Personal Assistant, Executive Assistant, or in a similar position
• Strong ethical standards, with the ability to handle confidential and sensitive information appropriately
• Good skills in managing schedules, arranging meetings and business travel, and preparing documents
• Strong organizational, communication, and interpersonal skills, with the ability to coordinate effectively across different departments and with external stakeholders