Personal Assistant to the Chief Operating Officer (COO)

Vmall Enterprise Sdn Bhd; Subang Jaya; On-site; MYR 78,000 - 112,000; Full time

Job summary

Vmall Enterprise Sdn Bhd is seeking a trusted Personal Assistant to provide comprehensive support to the Chief Operating Officer and Chairman. You will manage complex calendars across time zones, coordinate international travel, and prepare executive materials.

In this role you will protect sensitive information and act as a key liaison with internal teams, partners, and advisors, with readiness for travel and after-hours representation as required.

Qualifications

• Minimum 3 years' experience as a Personal Assistant / Executive Assistant in a corporate environment
• Proven track record supporting C-level or senior executives
• Willing and able to travel domestically and internationally, including overnight stays
• Available for occasional evening business engagements and representation as required
• Exceptional organisation and time management; ability to prioritise multiple tasks under shifting deadlines
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent communication and interpersonal skills; confident engaging with senior stakeholders
• Impeccable discretion and integrity — ability to handle highly confidential information
• Meticulous attention to detail; consistent accuracy and quality of output
• High flexibility and adaptability to changing business needs

Responsibilities

• Manage the COO's calendar: schedule meetings, coordinate appointments, and optimise time management
• Support the Chairman's complex, multi-time-zone schedule — including meetings, international travel, private engagements, and investment roadshows
• Prepare high-quality briefing materials, reports, presentations, correspondence, and post-meeting summaries for executive and board discussions
• Draft and edit professional communications and proposals on behalf of leadership
• Coordinate full travel arrangements: flights, accommodation, ground transport, itineraries, and budget management
• Organise executive meetings, conferences, and corporate events — manage logistics, attendees, and follow-ups
• Support cross-border coordination: liaise with internal teams, partners, private banks, legal counsel, and tax consultants
• Act as first point of contact for internal and external stakeholders; manage inquiries and communication professionally
• Maintain absolute confidentiality and discretion when handling sensitive and high-level information
• Coordinate cross-departmental workflows; maintain accurate filing and record-keeping systems

Skills

Calendar management

Travel coordination

Executive communication

Confidentiality

Multitasking

Cross-border coordination

Communication with senior stakeholders

Discretion

Tools

Microsoft Office

Outlook

PowerPoint

Word

Excel

Job description

Personal Assistant to the Chief Operating Officer (COO)

We are seeking a trusted, proactive, and highly capable Personal Assistant to provide comprehensive support to the Chief Operating Officer — with additional high-level support to the Chairman. You will manage complex schedules across time zones, coordinate cross-border travel and engagements, prepare executive-level materials, and serve as a key liaison with internal teams, external partners, and professional advisors. This role requires maturity, discretion, and flexibility — including readiness for travel and occasional after-hours business representation.

Key responsibilities

Manage the COO's calendar: schedule meetings, coordinate appointments, and optimise time management

Support the Chairman's complex, multi-time-zone schedule — including meetings, international travel, private engagements, and investment roadshows

Prepare high-quality briefing materials, reports, presentations, correspondence, and post-meeting summaries for executive and board discussions

Draft and edit professional communications and proposals on behalf of leadership

Coordinate full travel arrangements: flights, accommodation, ground transport, itineraries, and budget management

Organise executive meetings, conferences, and corporate events — manage logistics, attendees, and follow-ups

Support cross-border coordination: liaise with internal teams, partners, private banks, legal counsel, and tax consultants

Act as first point of contact for internal and external stakeholders; manage inquiries and communication professionally

Maintain absolute confidentiality and discretion when handling sensitive and high-level information

Coordinate cross-departmental workflows; maintain accurate filing and record-keeping systems

Job Requirements

Minimum 3 years' experience as a Personal Assistant / Executive Assistant in a corporate environment

Proven track record supporting C-level or senior executives

Willing and able to travel domestically and internationally, including overnight stays

Available for occasional evening business engagements and representation as required

Exceptional organisation and time management; ability to prioritise multiple tasks under shifting deadlines

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Excellent communication and interpersonal skills; confident engaging with senior stakeholders

Impeccable discretion and integrity — ability to handle highly confidential information

Meticulous attention to detail; consistent accuracy and quality of output

High flexibility and adaptability to changing business needs

We are a leading global enterprise group with a diverse presence in industries such as software, digital marketing, pharmaceuticals, and e-commerce. Our headquarters is listed on the Australian Securities Exchange (ASX), while our key subsidiary, VGI Health Technology Limited, is listed on the National Stock Exchange (NSX) of Australia. Vmall Enterprise, a crucial regional office, plays a key role in executing our regional strategy and bridging the gap between our headquarters and subsidiaries. Our successful projects have earned us recognition, including the International Prestige Brand Award 2018, highlighting our commitment to excellence and customer satisfaction.

We are a leading global enterprise group with a diverse presence in industries such as software, digital marketing, pharmaceuticals, and e-commerce. Our headquarters is listed on the Australian Securities Exchange (ASX), while our key subsidiary, VGI Health Technology Limited, is listed on the National Stock Exchange (NSX) of Australia. Vmall Enterprise, a crucial regional office, plays a key role in executing our regional strategy and bridging the gap between our headquarters and subsidiaries. Our successful projects have earned us recognition, including the International Prestige Brand Award 2018, highlighting our commitment to excellence and customer satisfaction.