Personal Assistant to Director

3 days ago

Taman Melawati Selangor, Malaysia Synerlitz Malaysia Sdn Bhd Full time 40,000 - 80,000 per year

SUMMARY OF DUTIES AND RESPONSIBILITIES:

The Personal Assistant provides high-level administrative, secretarial, and operational support to the Managing Director. The role ensures the MD's schedule, meetings, tasks, and communications are managed efficiently and professionally. The PA acts as a bridge between the MD and internal/external stakeholders while maintaining confidentiality and ensuring smooth day-to-day operations.

MAIN DUTIES AND RESPONSIBILITIES:

  1. Executive Support & Administration

  2. Manage the MD's daily schedule, appointments, meetings, and travel arrangements.

  3. Prepare meeting agendas, minutes, follow-up actions, and required documents for the MD.
  4. Handle confidential correspondence, emails, phone calls, and internal communications on behalf of the MD.
  5. Draft, edit, and format reports, presentations, letters, and official documents.
  6. Organize files, records, and documentation systematically for easy retrieval.

  7. Act as the first point of contact for all matters requiring the MD's attention.

  8. Coordination & Communication

  9. Liaise professionally with clients, suppliers, consultants, external partners, and government agencies.

  10. Communicate and coordinate between the MD and department heads to ensure tasks and deadlines are executed.
  11. Follow up on pending matters, project updates, and commitments made by the MD.

  12. Ensure accurate and timely flow of information between management and operational teams.

  13. Meeting & Project Coordination

  14. Schedule, arrange, and coordinate internal/external meetings, site visits, and management discussions.

  15. Prepare briefing materials, project summaries, and relevant documents before meetings.
  16. Track project progress or tasks assigned by the MD and provide timely reminders.

  17. Assist in preparing board papers, management reports, and presentation slides.

  18. Travel & Logistics

  19. Arrange domestic and international travel itineraries, accommodation, transportation, and logistics.

  20. Prepare travel claims, allowances, and expense reports accurately.

  21. Confidentiality & Professional Conduct

  22. Maintain absolute confidentiality in all company and personal matters.

  23. Exercise discretion, initiative, and professionalism in all communications.
  24. Represent the MD with a high level of professionalism and responsibility.

EDUCATION:

·   Diploma/Degree in Business Administration, Management, Secretarial Studies or equivalent

QUALITIES:

·   Excellent command of English and Bahasa Malaysia (Mandarin is an advantage).

·   Proficient in Microsoft Office (Word, Excel, PowerPoint) and digital communication tools.

·   Strong organizational, multitasking, and time-management skills.

·   High maturity, professionalism, and ability to work independently.

·   Strong interpersonal skills with the ability to interact with senior stakeholders.

·   Able to handle pressure, tight deadlines, and sensitive matters with discretion.

EXPERIENCE:

·       Minimum 3–5 years experience supporting senior management or directors (construction industry is an advantage).

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