Job Description

Position Overview

The Personal Assistant will provide comprehensive support to the Director in managing daily operations, staff coordination, and business development. This role requires strong organizational skills, discretion, and the ability to oversee multiple tasks, including assisting in HR, monitoring the Accounts Department, and maintaining smooth communication between the Director, clients, and staff.

Key Responsibilities

1. Administrative & Scheduling Support

• Manage and coordinate the Director’s calendar, including appointments, meetings, and travel itineraries.
   
• Prepare meeting agendas, minutes, and follow-up action plans.
   
• Screen and prioritize calls, emails, and correspondence.
   

2. Client & Business Development Support

• Arrange and attend client meetings when required, ensuring smooth communication and follow-up.
   
• Assist in preparing proposals, presentations, and business documents.
   
• Conduct research on potential clients, markets, and partnerships.
   
• Maintain a client database and track business opportunities.
   

3. Human Resources & Staff Coordination

• Assist in staff onboarding, offer letters, and documentation.
   
• Coordinate staff schedules, leave requests, and performance tracking.
   
• Act as liaison between the Director and staff to resolve HR-related matters.
   
• Help in planning training, team-building, and internal communication.
   

4. Operations & Staff Issues

• Handle day-to-day staff queries and escalate issues when necessary.
   
• Monitor office operations, deadlines, and deliverables.
   
• Support in addressing staff conflicts or disciplinary issues professionally.
   

5. Accounts Department Monitoring

• Track and monitor the Accounts Department’s deliverables, including billing, collections, payroll, and statutory filings.
   
• Ensure timely submission of monthly/quarterly financial reports.
   
• Highlight discrepancies or concerns in financial reporting to the Director.
   
• Provide reminders and updates on key financial and compliance deadlines.
   

6. Confidential & Strategic Support

• Maintain strict confidentiality in handling sensitive business and personal information.
   
• Assist in strategic projects and initiatives as assigned by the Director.
   
• Act as the Director’s representative when required, ensuring professionalism at all times.

Job Requirements

Requirements & Qualifications

• Diploma/Degree in Business Administration, Management, HR, Accounting, or related field.
   
• Minimum 3–5 years of experience as a Personal Assistant, Executive Assistant, or in a similar supporting role.
   
• Strong knowledge of HR practices and basic accounting principles.
   
• Excellent communication skills in English (and Mandarin/Malay will be an advantage).
   
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
   
• Highly organized, detail-oriented, and able to prioritize tasks effectively.
   
• Strong problem-solving skills and ability to handle sensitive matters with discretion.
   
• Ability to work independently with minimal supervision.

Skills