Personal Assistant to Managing Director

Summit Agencies Sdn Bhd; Petaling Jaya; On-site; MYR 89,000 - 167,000; Full time

Job summary

Summit Agencies Sdn Bhd seeks a dedicated Personal Assistant to support the Managing Director with executive and confidential duties. The role includes calendar management, travel planning, meeting preparation, and communications with internal teams and external partners.

The ideal candidate will have a degree, 2–5 years of PA/EA experience at senior levels, and fluency in English, Mandarin, and Bahasa Malaysia. Proficiency in MS Office and a professional, discreet approach are essential.

Qualifications

• Bachelor's degree in Business Administration, Management, Secretarial Studies, or related discipline.
• 2–5 years of experience as a Personal Assistant or Executive Assistant supporting C-suite executives, Managing Directors, or senior management.
• Strong communication skills in English, Mandarin, and Bahasa Malaysia (written and spoken).
• High integrity, professionalism, discretion, and ability to maintain strict confidentiality.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to work independently under pressure, manage multiple priorities, and meet tight deadlines.
• Willing to travel domestically and internationally when required.

Responsibilities

• Provide comprehensive executive and confidential administrative support to the Managing Director.
• Manage and coordinate the MD's daily calendar, appointments, meetings, and schedules.
• Arrange and coordinate domestic and international business travel, including flight bookings and itineraries.
• Prepare meeting agendas, presentations, reports, and minutes of meetings.
• Screen, prioritize, and manage incoming calls, emails, and correspondence.
• Maintain filing and documentation of confidential records and contracts.
• Act as liaison between the MD and internal departments to ensure timely execution of directives.
• Monitor progress of assignments and follow up with relevant departments to meet deadlines.
• Prepare management reports, business summaries, proposals, and presentation materials for meetings.

Skills

Strong communication

Discretion

Integrity

Confidentiality

Under pressure

Multitasking

Time management

Interpersonal skills

Education

Bachelor's Degree in Business Administration/Management/Secretarial Studies

Tools

Microsoft Office

Job description

The Personal Assistant (PA) to the Managing Director provides high-level executive, administrative, operational, and confidential support to ensure the efficient management of the Managing Director's daily activities, business priorities, and corporate responsibilities. The PA serves as a trusted liaison between the Managing Director, internal departments, business partners, government authorities, clients, and other external stakeholders, ensuring seamless communication and effective execution of business initiatives.

Key responsibilities

Provide comprehensive executive and confidential administrative support to the Managing Director.

Manage and coordinate the Managing Director's daily calendar, appointments, meetings, and schedules.

Arrange and coordinate domestic and international business travel, including flight bookings, accommodation, transportation, visas, and detailed travel itineraries.

Prepare meeting agendas, presentation materials, reports, business correspondence, minutes of meetings, and follow-up action items.

Screen, prioritize, and manage incoming calls, emails, and correspondence, responding where appropriate or escalating matters accordingly.

Maintain systematic filing and documentation of confidential records, agreements, contracts, and corporate documents.

Act as the primary liaison between the Managing Director and internal departments to ensure timely communication and execution of directives.

Monitor the progress of assignments and follow up with relevant departments to ensure deadlines are met.

Prepare management reports, business summaries, proposals, and presentation materials for meetings and decision-making.

Coordinate meetings with business partners, clients, government agencies, regulators, investors, and other stakeholders.

About you

Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related discipline.

Minimum 2–5 years of experience as a Personal Assistant or Executive Assistant supporting C-suite executives, Managing Directors, or senior management.

Strong communication skills in English, Mandarin, and Bahasa Malaysia to effectively communicate with our diverse client base and stakeholders (both written and spoken).

High level of integrity, professionalism, discretion, and ability to maintain strict confidentiality.

Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Able to work independently under pressure, manage multiple priorities, and meet tight deadlines.

Willing to work beyond normal office hours and remain contactable when business needs arise.

Pleasant personality, professional appearance, and excellent interpersonal skills.

Experience supporting a founder, Managing Director, CEO, or other senior corporate executive (preferred).

Willingness to travel domestically and internationally when required (preferred).