Personal Assistant jobs in Kuala Lumpur

The Secretary cum PA is responsible to provide comprehensive administrative and executive support to Executive Director, ensuring the smooth and efficient management of daily operations. This role is responsible for managing schedules, correspondence, and coordination of meetings and travel arrangements while maintaining a high level of professionalism and confidentiality. The position also acts as a key liaison between internal teams and external stakeholders to ensure effective communication and timely follow-ups. Additionally, the role supports both business and occasional personal matters, requiring strong organizational skills, discretion, and adaptability in a fast-paced environment.

Duties & Responsibilities (Main Tasks)

• Manage and maintain Executive Director’s calendar, including scheduling appointments, meetings, and conferences, and sending timely reminders.
• Handle all incoming and outgoing correspondence (emails & letters), prioritizing urgent matters. To also assist Executive Director to sign off all correspondences after his review.
• Develop and maintain efficient documentation and filing systems (physical and digital) to ensure easy retrieval of information.
• Coordinate and arrange travel itineraries, including flights, accommodation, visa applications, and ground transportation for the Executive Director and if required, other team members.
• Take accurate minutes of meetings, distribute them promptly, and follow up on action items to ensure deadlines are met.
• Liaise with internal departments and external stakeholders to ensure seamless communication and coordination.
• Provide personalized administrative and logistical support to Executive Director for both professional and, occasionally, personal matters, demonstrating utmost discretion and confidentiality.
• Screening calls and visitors and effectively managing access to Executive Director.

Duties & Responsibilities (Secondary Tasks)

• Proper Filing
• Liaise with External and Internal as and when necessary
• Assist in organizing company events, workshops, leadership retreats, and conferences.
• Oversee general office tidiness and ensure common areas, meeting rooms, and the executive office are well-maintained.
• Assist in maintaining office security procedures, including visitors and access control.
• Manage and reconcile Executive Director’s business expenses, preparing claims for tracking and submission.
• Work closely with HR and Finance teams on administrative tasks, such as leave applications, claims processing, and other signatories’ arrangement.
• Work closely with HR on the hiring of candidates.
• Support in overseeing minor projects and monitoring deadlines for various tasks.
• Perform other duties as assigned by Executive Director to ensure smooth business operations.

Compliance as per Company Policies

• Ensures that Environmental requirements and regulations are followed
• Ensures keep responsibility in ensure to use safe work practices for safety and health that comply with Occupational Health and Safety Legislation
• Ensures that the anti-bribery management system is effectively practiced within the scope of work, including the establishment, implementation, maintenance, and regular review of relevant policies and objectives to adequately address the organization’s bribery risks.

Job Qualification & Competencies

• Minimum Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Office Management, or a related field.
• Proven experience (minimum 3-5 years) as an Administrative Executive, Executive Secretary, Personal Assistant, or similar high-level support role.
• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively in a fast-paced environment.
• Effective written and verbal communication skills in English. Proficiency in other languages (e.g., Bahasa Malaysia, Mandarin) is a plus.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with various office equipment and communication tools (e.g., Zoom, Microsoft Teams).
• High level of integrity, discretion, and confidentiality in handling sensitive information.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Ability to adapt to changing priorities and unexpected situations with composure and a problem-solving mindset.

Pay: RM6,000.00 - RM7,000.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Work Location: In person