Personal Assistant to Executive Director

Hunters International; Subang Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A Malaysian Convenience Store brand is seeking an experienced Executive Assistant for its office in Subang Jaya, Selangor. The role involves managing the Executive Director's calendar, preparing meeting materials, and acting as a point of contact for internal and external stakeholders. Strong organizational skills and excellent communication abilities are required, along with a capacity to work independently. Offers a competitive remuneration of up to MYR 7,500. Must be flexible to work outside standard hours when necessary.

Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Strong organizational, coordination, and multitasking skills.
• Excellent written and verbal communication skills.
• Able to work independently and handle confidential information.
• Experience in procurement or vendor coordination is highly preferred.

Responsibilities

• Manage and coordinate the Executive Director’s calendar.
• Prepare meeting agendas, minutes, and action items.
• Act as a point of contact for the Executive Director.
• Draft and prepare scripts and talking points for events.
• Be available on weekends or outside standard working hours.

Skills

Organizational skills

Written and verbal communication

Multitasking

Adaptability

Job description

About our client:

Our client is a Malaysian Convenience Store brand which focuses on the concept of bringing neighborhood grocery plus convenience idea to the consumer market, with around 100+ outlets nationwide.

Key Responsibilities

1. Executive & Administrative Support

• Manage and coordinate the Executive Director’s calendar, including meeting scheduling, prioritization, and follow-ups.
• Prepare meeting agendas, minutes, summaries, and action items.
• Handle general secretarial and administrative duties.
• Manage travel arrangements including flights, accommodation, transport, check-ins, and reservations.
• Organize and maintain the Director’s office, documents, and records.

2. Representation & Coordination

• Act as a point of contact and representative for the Executive Director with internal stakeholders, including cross-functional Heads of Departments (HODs), and external partners.
• Coordinate communication and ensure alignment across teams.
• When the Director is unavailable, provide updates, relay information, and ensure continuity of work.

3. Media, Events & Communications

• Draft and prepare scripts, talking points, and briefing notes for interviews, seminars, conferences, and speaking engagements.
• Accompany the Executive Director to events, meetings, and public engagements when required.
• Support event-related coordination and logistics.

4. Availability & Flexibility

• Be available to stand by on weekends or outside standard working hours, as and when required.
• Maintain reasonable responsiveness—timely and dependable without an expectation of constant immediate replies.

5. Additional Responsibilities

• Assist with procurement-related tasks (coordination, follow-ups, documentation) — a strong plus
• Handle ad-hoc tasks as assigned to support the Executive Director effectively

Job Requirements:

• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Strong organizational, coordination, and multitasking skills.
• Excellent written and verbal communication skills.
• Able to work independently, exercise discretion, and handle confidential information.
• Open-minded, adaptable, and receptive to diverse perspectives and non-traditional approaches.
• Comfortable interacting with senior leadership and external stakeholders.
• Experience in procurement or vendor coordination is highly preferred.
• Exposure to media, communications, or public relations support.
• Experience supporting senior leadership in a fast-moving environment.

Working Location: Subang Jaya, Selangor

Remuneration: Up to MYR 7,500

Consultant In-charge: Jason | [e-mail] | 012 688 8045