Personal Assistant to Group Executive Director

Private Advertiser; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A private organization in Kuala Lumpur seeks a Personal Assistant to the Group Executive Director. The role involves managing schedules, emails, and documents, alongside travel arrangements. The ideal candidate will have at least 5 years of experience and a diploma in office management or secretaryship. Strong skills in Microsoft Word, Excel, and PowerPoint are required, along with excellent communication abilities in English and Bahasa Malaysia. The position demands discretion and organization in a fast-paced environment.

Qualifications

• Must possess either a diploma in office management and secretaryship or at least a certificate in secretaryship.
• At least 5 years of working experience.
• Strong knowledge in Microsoft Excel, Word, and Power Point.
• Excellent oral and written skills in English and Bahasa Malaysia.
• High level of professionalism and discretion.

Responsibilities

• Manage appointment schedules and meetings.
• Handle emails and phone calls for the Executive Director.
• Create and edit reports and documents as needed.
• Organize files and records for easy retrieval.
• Coordinate and prepare materials for meetings.

Skills

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Oral communication

Written communication

Interpersonal skills

Organizational skills

Time management

Education

Diploma in office management or secretaryship

Certificate in secretaryship

Job description

Personal Assistant to Group Executive Director

• Calendar Management – Managing appointment schedules, internal & external meetings.
• Communication management – Managing all incoming emails, phone calls on behalf of Executive Director, ensuring effective and timely responses.
• Documents, emails and letters preparation – Create, edit, preparing reports, presentation and documents, inter‑department liaisons and follow up on outstanding matters and correspondence as required.
• Data management – Maintain and organize files, records and databases, ensuring easy accessibility and retrieval of information.
• Meeting coordination and minutes recording – arrange and prepare materials for meetings, take meeting minutes and follow up on matters highlighted in the minutes and/or action plans.
• Travel arrangement and personal errands – coordinate and book travel arrangements, accommodations and other errands when applicable.
• Office Support – manage office supplies, equipment and general administrative tasks, ensuring well‑ordered and efficient workspace.
• Strictly Private and Confidentiality – handle sensitive information, letters, documents and emails with utmost discretion and maintain strictly confidentiality in all interactions.

Requirements

• Must possess either a diploma in office management and secretaryship/diploma in secretarial administration, or hold at least a certificate in secretaryship.
• At least 5 years of working experience.
• Strong knowledge in Microsoft Excel, Word, and Power Point.
• Excellent oral and written skills in English and Bahasa Malaysia.
• A hardworking, resourceful team player with a “can do” mindset.
• Willing to go the extra mile to ensure tasks are completed on time.
• Able to work independently with minimum supervision.
• Have a high level of professionalism, positive attitude and and handle confidential information with the utmost discretion.
• Good interpersonal, organizational, communication, and time management skills and ability to interact at all levels.