PERSONAL ASSISTANT TO MANAGING DIRECTOR

Kinergy; Selangor; On-site; MYR 150,000 - 200,000; Full time

Job summary

A leading company in Malaysia is seeking an Executive-Level Administrative Professional to support the Group Managing Director (GMD) in a dynamic role. This position requires a proactive individual to handle administrative and personal support tasks, ensuring high-level communication and coordination across various departments while maintaining discretion and confidentiality. Key responsibilities include calendar management, organizing meetings, and liaising with external stakeholders. Candidates should possess a degree and substantial experience in similar roles, ideally within a fast-paced corporate environment.

Benefits

Health Insurance

Flexible Working Hours

Professional Development Opportunities

Qualifications

• Minimum 3-5 years in Executive or Personal Assistant roles.
• Professional certification in Executive Assistance is an advantage.
• Proven ability to manage confidential information with discretion.

Responsibilities

• Serve as key liaison to ensure smooth communication with various stakeholders.
• Coordinate and support corporate compliance matters and manage filings.
• Organise meetings and manage the GMD's calendar effectively.

Skills

Communication

Organisational Skills

Discretion

Time Management

Problem Solving

Education

Bachelor’s Degree in Business Administration

Diploma in Secretarial Studies

Tools

Microsoft Office Suite

Job description

Executive-Level Administrative Professional

Serve as a key liaison with Personal Assistants and Executive representatives for the GMD to other Directors, clients, and business associates, ensuring smooth coordination, professional communication, and discretion in all interactions, including engagements with high-level or VIP connections.

Coordinate and support corporate compliance matters, including preparation and submission of statutory documents, liaising with company secretaries, and ensuring timely adherence to regulatory and governance requirements.

Serve as the key liaison for the Group Managing Director (GMD) in facilitating seamless communication and coordination across cross-functional departments to ensure alignment on priorities, timelines, and deliverables. Proactively manage the MD’s calendar, including the scheduling and coordination of appointments, meetings, conferences, and high-level engagements.

Organise and prepare meeting materials such as agendas, minutes, and action item trackers, ensuring timely follow-up and execution.

Draft, review, and edit a wide range of business communications, including reports, emails, presentations, and correspondence.

Conduct background research and compile comprehensive briefing documents to support informed decision-making.

Coordinate all aspects of domestic and international travel, including flights, accommodation, visas, and detailed itineraries.

Provide project management support the GMD by monitoring timelines, trackingkey deliverables, and ensuring progress on strategic initiatives.

Attend meetings (as required) and support with documentation, summarising discussions, and noting follow-up actions.

Uphold strict confidentiality and manage sensitive information and secure filing systems with integrity and discretion.

Review and filter expense claims for accuracy and policy compliance prior to management approval, while also tracking budgets and managing approval workflows on behalf of the GMD.

Personal Executive Support

Manage the GMD’s personal appointments, errands, and day-to-day tasks with discretion and efficiency.

Manage compliance and administrative matters for the Director’s personal companies, including document preparation, liaising with external secretarial and legal service providers, and ensuring timely filing and regulatory adherence.

Coordinate personal travel arrangements and bookings for the GMD and family members. where applicable.

Provide timely reminders and support for personal commitments, including birthdays, social events, reservations.

Liaise with personal service providers such as banks, property managers, drivers, and others to ensure smooth operations.

Assist with personal purchases, online orders, and bespoke gifting arrangements as needed.

Maintain a professional balance between managing business priorities and supporting personal responsibilities.

Maintain and manage personal documents and records, including passports, identification, insurance, medical files, and legal documents to ensure they are up-to-date and accessible when needed.

Handle personal financial administration, such as managing bill payments, personal budgeting, renewals of insurance policies, or tracking private expenses when delegated.

Coordinate with household staff or property teams, ensuring the smooth running of domestic operations (e.g. scheduling maintenance, overseeing staff arrangements, or property-related logistics).

Support event planning for private functions, including sourcing venues, coordinating guest lists, managing RSVPs, and overseeing execution for family or social events.

Provide logistical and administrative support during personal emergencies or urgent family matters, including liaising with medical providers or making critical arrangements.

Other Duties & Responsibilities

Maintain Accurate Filing and Documentation
Establish and manage proper filing systems (physical and digital) for confidential, corporate, and personal documents to ensure easy retrieval and compliance with internal governance protocols.

Serve as Communication Liaison
Liaise professionally with both internal and external stakeholders, including clients, partners, and regulatory bodies, as and when required, on behalf of the GMD.

Coordinate Across Departments
Act as a central point of contact between the GMD and department heads, facilitating cross-functional communication, alignment, and timely follow-ups on tasks or strategic initiatives.

Organise Office Functions and Engagements
Plan and coordinate internal events involving the GMD, such as town halls, corporate briefings, team celebrations, or leadership workshops.

Support High-Level Meeting Preparations
Assist in the preparation of presentation materials, reports, and briefing notes for board meetings, investor engagements, strategic planning sessions, or external conferences attended by the GMD.

Daily Briefings and Schedule Preparedness
Ensure the GMD is well-prepared for daily meetings and engagements by providing agendas, summaries, key talking points, and required background information.

Manage and Screen Correspondence
Monitor and prioritise the GMD’s emails, letters, and calls, ensuring timely responses, flagging urgent matters, and drafting replies when appropriate.

Track Key Milestones and Deadlines
Maintain oversight of the GMD’s personal and professional calendars, tracking project deadlines, critical follow-ups, and business priorities.

Handle Corporate Compliance Coordination
Liaise with the company secretary and legal advisors for submission of statutory documents, ensuring all corporate filings and regulatory requirements are met on time.

Support for the GMD’s Private Companies
Assist in managing compliance, scheduling, documentation, and communications related to the MD’s privately held businesses, in coordination with external service providers.

Maintain Discretion and Confidentiality
Safeguard sensitive information related to business strategies, internal matters, and the MD’s personal affairs with utmost confidentiality and professionalism.

Manage Expense Claims and Budget Monitoring
Review, filter, and process expense claims on behalf of the GMD; track budgets and ensure financial approvals are aligned with company policies.

Maintain Business and Personal Contacts
Keep an updated database of business and personal contacts, including VIPs and high-level associates, and assist in relationship management when required.

Crisis or Contingency Support
Be available to support the GMD in handling time-sensitive or high-priority issues, including personal or professional emergencies, with speed and discretion.

Education
Diploma or Bachelor’s Degree in Business Administration, Secretarial Studies, Management, or a related field. Professional certification in Executive or Personal Assistance is an added advantage.

Experience
Minimum of 3–5 years of experience in a senior Executive Assistant or Personal Assistant role, preferably supporting a Group Managing Director, CEO, or C-suite executive in a fast-paced corporate environment.

Confidentiality & Discretion
Demonstrated ability to handle highly confidential, sensitive, and strategic information with absolute discretion and professionalism.

Organisational & Time Management Skills
Strong planning, coordination, and time management capabilities, with the ability to manage multiple priorities and meet tight deadlines efficiently. Communication Proficiency Excellent command of English (written and verbal); strong interpersonal skills to interact professionally with internal teams and highlevel external stakeholders.

Professionalism & Integrity
High level of personal integrity, maturity, and professional ethics in all aspects of work, especially when representing the office of the GMD.

Proactive & Resourceful
Self-starter with a proactive mindset; able to anticipate the GMD’s needs and act accordingly without being prompted.

Adaptability & Composure
Able to adapt quickly to changing circumstances and remain calm under pressure in high-demand situations.

Attention to Detail & Problem-Solving
Meticulous and detail-oriented, with the ability to identify gaps, propose solutions, and take initiative to resolve issues independently.

Multitasking & Deadline Management
Proven ability to multitask effectively, work under pressure, and manage complex schedules and deliverables within tight timelines.

Flexibility & Availability
Willingness to work flexible hours or outside regular business hours when required, including weekends or travel support.

Travel Readiness
Willing and able to travel occasionally to accompany the GMD or represent the office during external meetings or corporate events.

Technology Proficiency
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), video conferencing tools, and productivity platforms. Experience with document management systems or expense tracking tools is a plus.

Independence & Initiative
Strong ability to work independently with minimal supervision while maintaining alignment with the GMD’s expectations and company objectives.

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Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? How many years' experience do you have as a Personal Assistant to the Managing Director? Are you willing to travel for this role when required? How much notice are you required to give your current employer?

Engineering 101-1,000 employees

Founded in 1997 under the name of Kejuruteraan Asastera Berhad (KAB), we are renowned as a Malaysia-based company specialising in Sustainable Energy Solutions (SES) and Engineering Services.

Our engineering expertise encompasses all aspects of electrical, mechanical, and associated engineering services, for both commercial and residential buildings. Established with a comprehensive project portfolio spanning over 26 years’ experience. Registered under the Construction Industry Development Board (CIDB) with a Grade 7 and Suruhanjaya Tenaga with a Class A certification.

Founded in 1997 under the name of Kejuruteraan Asastera Berhad (KAB), we are renowned as a Malaysia-based company specialising in Sustainable Energy Solutions (SES) and Engineering Services.

Our engineering expertise encompasses all aspects of electrical, mechanical, and associated engineering services, for both commercial and residential buildings. Established with a comprehensive project portfolio spanning over 26 years’ experience. Registered under the Construction Industry Development Board (CIDB) with a Grade 7 and Suruhanjaya Tenaga with a Class A certification.

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What can I earn as a Personal Assistant to the Managing Director