Personal Assistant to Executive Director

Torto Food Industries (M) Sdn Bhd; Seberang Perai; On-site; MYR 50,000 - 84,000; Full time

Job summary

Torto Food Industries (M) Sdn Bhd is seeking a Personal Assistant to the Executive Director to provide high‑level support, manage the ED’s calendar, meetings, travel, and correspondence.

You will prepare reports and presentations, handle confidential information with discretion, coordinate with departments, follow up on inquiries, and help keep the ED informed of business developments and important matters. Bachelor’s degree and at least five years’ relevant experience are required.

Qualifications

• Bachelor's degree in Business Administration, Secretarial Studies, or related field.
• Minimum 5 years' experience as PA/EA or similar role.
• Strong ethical standards with confidential information.
• Excellent scheduling, travel booking, and document preparation skills.
• Excellent coordination and communication across departments and external stakeholders.

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 update the Executive Director on business developments and meeting outcomes
• Coordinate meetings, events, agendas, and materials
• Monitor meeting decisions and follow-up actions
• Monitor project progress and ensure deadlines are met
• Arrange domestic and international travel, accommodation, itineraries, and expense claims
• Assist the ED with ad-hoc business and administrative matters

Skills

Calendar management

Meeting coordination

Travel arrangement

Report preparation

Discretion handling

Interdepartmental coordination

Education

Bachelor's degree in Business Administration or Secretarial Studies

Job description

Personal Assistant to Executive Director

This role provides executive support and administration to the Executive Director, managing calendars, appointments, meetings, and travel arrangements. You will prepare reports, presentations, correspondence, and meeting minutes, handle confidential information with discretion, and coordinate with departments to facilitate communication and keep the Executive Director informed of business developments and important matters.

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

About you

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

Established in 1989, from a small residential house to 12000 sq ft factory produced biscuit products in Northern Malaysia. Torto Food has now surreptitiously evolved to one of a leading confectionery producer in Malaysia. We have over 20 years of biscuit experiences and successfully established a strong foothold in the food industry in Malaysia and also built up a wide international market exporting to over 60 countries in Asia, Europe, Africa, America and other parts of the world.

Torto Food maintains its competitiveness through endless upgrading of its operations, marketing, sales and distribution, research and development, and most importantly, capital-intensive investments.

In order to stay ahead of the competition, Torto Food is well equipped both internally and externally. Despite heavy internal investment with world class automation. We a lot of effort to increase the market branding all around the world.

Established in 1989, from a small residential house to 12000 sq ft factory produced biscuit products in Northern Malaysia. Torto Food has now surreptitiously evolved to one of a leading confectionery producer in Malaysia. We have over 20 years of biscuit experiences and successfully established a strong foothold in the food industry in Malaysia and also built up a wide international market exporting to over 60 countries in Asia, Europe, Africa, America and other parts of the world.

Torto Food maintains its competitiveness through endless upgrading of its operations, marketing, sales and distribution, research and development, and most importantly, capital-intensive investments.

In order to stay ahead of the competition, Torto Food is well equipped both internally and externally. Despite heavy internal investment with world class automation. We a lot of effort to increase the market branding all around the world.