Personal Assistant to MD

Fairtrade Commodities Sdn Bhd; Penang; On-site; MYR 20,000 - 100,000; Full time

Job summary

A global commodity trading firm in Penang is looking for an experienced Personal Assistant to the Managing Director. The successful candidate will manage the MD's dynamic diary, coordinating complex travel arrangements and ensuring effective communication. The role requires high emotional intelligence, discretion, and the ability to balance professional and personal logistics. Applicants should possess proven skills in diary management and project coordination, with a keen interest in the beverage industry. Competitive salary and benefits offered.

Benefits

Competitive salary

Health benefits

Professional development opportunities

Qualifications

• Must handle high levels of discretion and confidentiality.
• Unshakeable resilience in high-pressure situations.
• Proven interpersonal skills ensuring strong stakeholder relationships.

Responsibilities

• Manage MD's diary and scheduling for business and personal needs.
• Coordinate global travel logistics end-to-end.
• Screen incoming communication and prioritize appropriately.
• Prepare for meetings and take minutes as required.
• Handle personal logistics with utmost confidentiality.

Skills

Diary Management

Travel Coordination

Communication Skills

Project Management

High Emotional Intelligence

Tools

Microsoft Office

Job description

To provide unparalleled, proactive, and comprehensive executive support to the Managing Director, acting as a strategic enabler, force multiplier, and trusted gatekeeper. This role is critical in ensuring the MD's time, energy, and focus are optimally directed towards the highest-value strategic priorities of the business. The successful candidate will be the central nervous system for the MD's office, balancing professional demands with seamless personal logistics.

Key Responsibilities

1. Executive Support & Office Management

• Diary & Time Management: Complex, proactive management of the MD’s dynamic diary, scheduling all business and personal appointments, ensuring optimal use of time, and protecting focus periods. Anticipate conflicts and resolve them efficiently.
• Travel & Logistics: End-to-end coordination of complex global travel itineraries (flights, hotels, ground transport, visas) for both business and personal/family travel. Prepare detailed briefs, agendas, and country-specific notes.
• Communication Gatekeeping: Serve as the first point of contact for the MD. Screen, prioritize, and manage all incoming calls, emails, and physical correspondence with exceptional judgement and discretion.
• Meeting Excellence: Prepare and distribute agendas, pre-reads, and presentations. Attend key meetings, take precise minutes, and track action items to completion. Coordinate all logistics for board meetings, leadership off-sites, and investor presentations.

2. Strategic & Business Support (The Force Multiplier)

• Project Coordination: Provide light-touch project management support for cross-functional initiatives led by the MD’s office, tracking progress and ensuring deadlines are met.
• Information Management: Research, compile, and synthesize data, market intelligence, or briefing documents on competitors, market trends, or potential partners ahead of key engagements.
• Stakeholder Liaison: Build and maintain strong, professional relationships with the ELT, Board members, key investors, high-profile clients, and other critical external contacts on behalf of the MD.
• Expense Management: Process the MD’s business expenses, corporate credit card reconciliations, and manage relevant budgets for the office with accuracy and integrity.

3. Personal & Confidential Support (The Trusted Partner)

• Personal Logistics: Seamlessly manage a range of personal and family-related administrative tasks, which may include scheduling personal appointments, manage household staff/vendors, or coordinating family events—all with the utmost confidentiality.
• Lifestyle Management: Handle confidential errands and tasks that support the MD’s personal life, enabling them to maintain balance and focus on business leadership.
• Discretion & Trust: Serve as an absolute confidante, handling highly sensitive business and personal information with the highest level of integrity, tact, and professionalism.

Core Attributes & Personality

• Unshakeable Discretion: Absolute confidentiality is non-negotiable. Must be a trusted vault for sensitive information.
• Resilient & Adaptable: Unflappable in the face of change, last-minute adjustments, and high-pressure situations. Flexible with hours as needed.
• High Emotional Intelligence: Astute reader of people and situations. Demonstrates tact, grace, and strong interpersonal judgement.
• Loyal & Professional: A dedicated partner to the MD’s success, with a strong sense of ownership and a "no job too big or small" attitude.
• Keen Interest in Business: An inquisitive mind with a genuine interest in the beverage industry and the company’s success.

Unlock job insights

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?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Personal Assistant to the Managing Director?
• How many years of project management experience do you have?
• of the following Microsoft Office products are you experienced with?
• Do you have secretarial experience?
• How would you rate your Mandarin language skills?

Fairtrade Commodities Group is a second-generation business owner for global commodity trading & supply chain development partners for a wide range of customers. Headquartered in Penang, Malaysia, we have offices in Indonesia, Thailand, Singapore, and Vietnam, with near 100 employees. Our expertise is in product sourcing from estates around the world, gathered products under 1 station, with the aim to save customers procuring time & maintain competitive pricing.

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