Personal Assistant to Managing Director

4 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Decisive Development Consulting Full time

Personal Assistant to Managing Director (Secretary)

About the Client

Our client is an integrated systems and technology solutions organization with regional and international operations. The organization supports cross-border business activities through structured processes, system integration, and operational enablement.

As part of its continued expansion in Malaysia, the client is building a Kuala Lumpur–based team to support senior leadership and regional stakeholders.

Role Overview

This role provides professional secretarial and executive administrative support to the Managing Director. The position focuses on calendar management, meeting coordination, office administration, and stakeholder liaison, ensuring smooth daily operations and effective coordination with internal and external parties.

This is a corporate Personal Assistant role and does not involve personal errands or domestic responsibilities.

Key Responsibilities

Executive & Secretarial Support

  • Manage the Managing Director's calendar, appointments, and schedules
  • Coordinate meetings using Zoom, Microsoft Teams, and other virtual platforms
  • Prepare meeting invitations, presentations, and supporting documentation
  • Handle correspondence, scheduling requests, and coordination on behalf of the Managing Director
  • Office Administration & Operations
  • Support day-to-day office administration for the Malaysia office
  • Coordinate office supplies, cleaning services, and basic facilities requirements
  • Liaise with building management and service providers at KL Sentral
  • External Liaison & Coordination
  • Coordinate with agents, travel agencies, publishing companies, and service vendors
  • Assist with travel arrangements, confirmations, and supporting documentation
  • Act as a point of contact for external parties engaging with senior management

Administrative & Operational Support

  • Maintain organized administrative records, correspondence, and approvals
  • Support basic office expense tracking and invoice coordination
  • Ensure confidentiality and professionalism when handling sensitive information
  • Assist with ad-hoc administrative and coordination tasks as required

Requirements

  • Diploma or Bachelor's Degree in Business Administration, Management, or a related field
  • 1–3 years of experience as a Personal Assistant, Executive Secretary, or similar role
  • Proficient in Microsoft Office / Microsoft Suite, specifically Excel, PowerPoint, and Word
  • Strong organizational, coordination, and time-management skills
  • Good written and spoken English
  • Professional demeanor with the ability to work closely with senior leadership
  • Able to manage multiple priorities in a fast-paced corporate environment

Working Details

  • Location: KL Sentral, Kuala Lumpur
  • Working Hours: 9:00 AM – 6:00 PM (Monday to Friday)
  • Weekend Availability: May be required to support urgent matters or executive needs
  • Salary: Up to RM4,000 per month
  • Working Arrangement: Office-based

Benefits

  • Annual Leave and Medical Leave in accordance with company policy
  • Medical benefits, including medical card coverage
  • Performance-based bonus
  • Supportive and professional working environment

Why Join

  • Opportunity to support senior leadership within a growing integrated systems organization
  • Exposure to regional and international stakeholders
  • Stable role with clear responsibilities and professional growth potential
  • Prime central office location

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