Job Description

We are looking for a highly organized, proactive, and discreet Personal Assistant to provide comprehensive administrative and operational support to our company directors. The PA will act as the primary point of contact, manage schedules, coordinate meetings, prepare documents, and ensure smooth day-to-day operations between the directors, teams, and external stakeholders.

A. Executive & Administrative Support

• Manage and coordinate the schedules, appointments, and travel arrangements of both directors.
• Prioritize tasks and ensure timely reminders for meetings, deadlines, and commitments.
• Prepare meeting agendas, record minutes, and follow up on action points.
• Draft, review, and format emails, letters, reports, and presentations.
• Handle confidential documents and sensitive information with discretion.
• Coordinate approvals and sign-off processes between directors and departments.
   

B. Coordination Between Two Directors & Departments

• Act as a liaison between the directors and internal teams, ensuring smooth communication.
• Organize and coordinate meetings involving both directors and multiple departments.
• Assist in delegating tasks and tracking progress across projects assigned by the directors.
• Ensure both directors are informed and updated on business priorities and deadlines.

C. Event, Travel & Logistics Management

• Arrange domestic and international travel, including flights, accommodation, and transportation.
• Coordinate logistics for company events, board meetings, and client functions.
• Prepare briefing documents and itineraries to ensure the directors are well-prepared.

D. Research & Project Assistance

• Conduct market research, gather data, and prepare summaries for decision-making.
• Assist in drafting business proposals, project updates, and internal reports.
• Track project timelines and ensure deliverables are completed on schedule.

E. Ad-hoc & Personal Support

• Handle urgent requests and ad-hoc tasks from both directors.
• Assist with personal errands or assignments if required.
• Maintain flexibility to adjust to changing priorities and tight deadlines.

Job Requirements

A. Qualifications

• Diploma/Degree in Business Administration, Management, or related field.
• Minimum 3–5 years of experience as a Personal Assistant, Executive Assistant, or similar role — preferably supporting C-level executives.

B. Skills & Competencies

• Excellent communication skills in English & Malay (Mandarin is an advantage) 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of confidentiality, discretion, and professionalism.
• Ability to prioritize tasks effectively in a fast-paced environment.
• Strong problem-solving and decision-making skills.

Skills