Personal Assistant to The Managing Director

SFN Education Sdn. Bhd.; Cyberjaya; On-site; MYR 40,000 - 70,000; Full time

Job summary

SFN Education Sdn. Bhd. seeks a Personal Assistant to support the Managing Director in a busy school environment. You will manage calendars, coordinate travel, prepare reports and act as the MD’s representative where appropriate.

We value discretion, strong English communication, and the ability to handle sensitive information across departments, governors, parents and suppliers. International school experience is preferred.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Secretarial Studies, Office Management or a related field.
• Minimum three years’ experience as a Personal Assistant, Executive Assistant or in a similar role supporting senior management.
• Experience in an international school or educational institution is preferred.
• Proven ability to manage executive schedules, confidential correspondence, meeting minutes and follow-up actions.
• Proficiency in Microsoft Office, Google Workspace, online meeting platforms and digital calendar management.
• Strong organisational, communication and interpersonal skills, with excellent written and spoken English.
• Ability to prioritise competing demands, work independently and handle sensitive information with discretion.
• Experience coordinating business travel, events and activities across departments would be an advantage.
• Professional judgement, attention to detail and cultural sensitivity when working with a diverse school community.

Responsibilities

• Provide professional and confidential administrative support to the Managing Director within the school environment.
• Manage the Managing Director’s calendar, prioritise appointments and resolve scheduling conflicts, allowing sufficient preparation and travel time.
• Monitor upcoming commitments, submission deadlines and outstanding decisions, providing timely reminders.
• Coordinate business travel, accommodation, transport, itineraries and expense claims in accordance with school procedures.
• Monitor and prioritise correspondence, highlighting urgent matters and enquiries requiring the Managing Director’s attention.
• Draft and proofread emails, letters, reports, presentations and briefing materials, ensuring accuracy and professionalism.
• Communicate approved instructions and decisions on the Managing Director’s behalf within delegated authority.
• Liaise with school leaders, academic and non-academic departments, governors, parents, suppliers and external partners, respecting established reporting lines.
• Coordinate information requests across departments and follow up to ensure timely responses.
• Arrange management and governance meetings as directed, including venues, attendance, agendas and supporting papers.
• Record accurate meeting minutes, maintain action trackers and follow up on agreed actions, escalating delays and unresolved matters.
• Maintain organised and secure electronic and physical records, including correspondence, meeting papers, approvals and confidential documents.
• Coordinate documents requiring review, approval or signature, ensuring supporting information is complete and document status is tracked.
• Compile departmental information into management updates, ensuring substantive content is verified by the responsible department.
• Coordinate the Managing Director’s participation in school events, parent engagements, official functions and visits, including briefing materials and logistical arrangements.
• Support school development projects and management initiatives by maintaining schedules, tracking milestones and consolidating progress updates.
• Handle enquiries with professionalism, discretion and cultural sensitivity, referring matters to the appropriate school leaders and escalating sensitive concerns.
• Maintain strict confidentiality and comply with school safeguarding, visitor management, data protection, information security and recordkeeping procedures.
• Maintain professional boundaries and promptly report safeguarding concerns through the school’s designated channels.
• Undertake other duties reasonably related to the role as assigned by the Managing Director.

Skills

Calendar management

Executive support

Communication

English proficiency

Organisational skills

Education

Bachelor's degree in Business Administration

Diploma in Secretarial/Office Management

Tools

Microsoft Office

Google Workspace

Video conferencing

Job description

Personal Assistant to The Managing Director

Provide professional and confidential administrative support to the Managing Director within the school environment.

Manage the Managing Director’s calendar, prioritise appointments and resolve scheduling conflicts, allowing sufficient preparation and travel time.

Monitor upcoming commitments, submission deadlines and outstanding decisions, providing timely reminders.

Coordinate business travel, accommodation, transport, itineraries and expense claims in accordance with school procedures.

Monitor and prioritise correspondence, highlighting urgent matters and enquiries requiring the Managing Director’s attention.

Draft and proofread emails, letters, reports, presentations and briefing materials, ensuring accuracy and professionalism.

Communicate approved instructions and decisions on the Managing Director’s behalf within delegated authority.

Liaise with school leaders, academic and non-academic departments, governors, parents, suppliers and external partners, respecting established reporting lines.

Coordinate information requests across departments and follow up to ensure timely responses.

Arrange management and governance meetings as directed, including venues, attendance, agendas and supporting papers.

Record accurate meeting minutes, maintain action trackers and follow up on agreed actions, escalating delays and unresolved matters.

Maintain organised and secure electronic and physical records, including correspondence, meeting papers, approvals and confidential documents.

Coordinate documents requiring review, approval or signature, ensuring supporting information is complete and document status is tracked.

Compile departmental information into management updates, ensuring substantive content is verified by the responsible department.

Coordinate the Managing Director’s participation in school events, parent engagements, official functions and visits, including briefing materials and logistical arrangements.

Support school development projects and management initiatives by maintaining schedules, tracking milestones and consolidating progress updates.

Handle enquiries with professionalism, discretion and cultural sensitivity, referring matters to the appropriate school leaders and escalating sensitive concerns.

Maintain strict confidentiality and comply with school safeguarding, visitor management, data protection, information security and recordkeeping procedures.

Maintain professional boundaries and promptly report safeguarding concerns through the school’s designated channels.

Undertake other duties reasonably related to the role as assigned by the Managing Director.

Qualifications and Experience

Diploma or Bachelor’s Degree in Business Administration, Secretarial Studies, Office Management or a related field.

Minimum three years’ experience as a Personal Assistant, Executive Assistant or in a similar role supporting senior management.

Experience in an international school or educational institution is preferred.

Proven ability to manage executive schedules, confidential correspondence, meeting minutes and follow-up actions.

Proficiency in Microsoft Office, Google Workspace, online meeting platforms and digital calendar management.

Strong organisational, communication and interpersonal skills, with excellent written and spoken English.

Ability to prioritise competing demands, work independently and handle sensitive information with discretion.

Experience coordinating business travel, events and activities across departments would be an advantage.

Professional judgement, attention to detail and cultural sensitivity when working with a diverse school community.

About us

King Henry VIII College is an international school committed to equality, diversity, safeguarding and promoting the welfare of children and young people.