Job Description

The Personal Assistant supports the Core-Team Division Head in coordinating and overseeing business functions, projects, and strategic initiatives across the division. This role ensures smooth execution of business activities, facilitates cross-department collaboration, and supports decision-making processes by monitoring progress, tracking performance, and managing assigned initiatives. The role requires strong organisational, communication, and problem-solving skills, with the ability to manage multiple priorities while maintaining operational and business alignment.

Business & Task Coordination

1. Provide day-to-day administrative and coordination support to the Division Head to ensure smooth business operations and effective workflow management.
2. Monitor, track, and follow up on assigned tasks, projects, and action items, ensuring timely completion and accountability among relevant stakeholders.
3. Prepare reports, presentations, meeting materials, and business updates to support decision-making and management reviews.

Project & Initiative Support

1. Assist in the planning, coordination, and execution of departmental projects, strategic initiatives, and continuous improvement programmes.
2. Monitor project milestones, track progress against timelines, and proactively follow up with relevant parties to ensure deliverables are achieved as scheduled.
3. Coordinate meetings, prepare agendas, record meeting minutes, and follow up on action items to ensure effective implementation of decisions.

Communication & Collaboration

1. Serve as a key liaison between the Division Head, departments, outlets, and external stakeholders, facilitating effective communication and collaboration.
2. Ensure important information, directives, and updates are communicated accurately, professionally, and in a timely manner.
3. Coordinate cross-functional activities and assist in resolving operational matters by working closely with various teams.

Reporting & Documentation

1. Support the monitoring and reporting of business performance, operational metrics, and departmental targets.
2. Maintain accurate records, documentation, correspondence, and filing systems to ensure proper information management and accessibility.
3. Assist in compiling data and preparing business analyses, reports, and summaries as required by management.

General Administrative Support

1. Provide comprehensive administrative support, including scheduling appointments, managing calendars, coordinating travel arrangements, and organising business meetings when required.
2. Handle confidential information and sensitive matters with the highest level of professionalism, discretion, and integrity.
3. Perform any other duties, assignments, or special projects as delegated by the Division Head to support business objectives and operational excellence.

Job Requirements

1. Diploma or Bachelor's Degree in Business Administration, Management, Communications, or a related discipline.
2. Minimum 2–4 years of relevant working experience in business coordination, administration, executive support, project coordination, or management support roles. Fresh graduates with strong organisational and coordination abilities are encouraged to apply.
3. Excellent organisational, time management, and multitasking skills, with the ability to prioritise tasks effectively and manage multiple assignments simultaneously.
4. Strong interpersonal and communication skills, with the ability to interact professionally with stakeholders at all levels of the organisation.
5. Good analytical thinking and problem-solving capabilities, with a proactive approach to identifying issues and implementing solutions.
6. Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and other business productivity tools.
7. Ability to work independently with minimal supervision while maintaining a high level of accuracy, professionalism, and attention to detail.
8. Capable of thriving in a fast-paced environment and adapting to changing priorities and business needs.
9. Excellent verbal and written communication skills in English and Bahasa Malaysia. Proficiency in Mandarin will be an added advantage.
10. High level of integrity, professionalism, and discretion in handling confidential and sensitive information.
11. Strong coordination and follow-up skills, with the ability to drive action items and ensure timely completion of tasks across multiple departments.
12. A proactive, resourceful, and service-oriented individual with a positive attitude and a willingness to learn and grow within the organisation.

Skills