Personal Assistant to Executive Director

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Agensi Pekerjaan & Perundingcara Bright Prospect Sdn Bhd Full time $40,000 - $80,000 per year

Location: Kuala Lumpur, Selangor

Responsibilities:

Executive & Administrative Support

  • Manage calendars, schedules, and time-sensitive tasks.
  • Prepare meeting materials, take minutes, and follow up on action items.
  • Draft, proofread, and format correspondence, reports, and presentations.
  • Handle confidential and sensitive information with discretion.
  • Coordinate travel, accommodation, and logistical arrangements.
  • Maintain organized digital and physical filing systems

Communication & Coordination

  • Serve as the main liaison between the Executive Director and internal/external stakeholders, and coordinate cross-department communication.
  • Prepare briefing notes, summaries, and follow-up actions for meetings and site visits.

Report Verification & Task Monitoring

  • Review and verify departmental reports for accuracy, completeness, and compliance with company standards.
  • Maintain a master task tracker to monitor assignments and deliverables across departments.
  • Consolidate updates, identify delays or gaps, and highlight key issues for the Executive Director.
  • Ensure timely submission of reports, dashboards, and SOP updates.

Client & Event Support

  • Assist in preparing client proposals, quotations, and presentations.
  • Coordinate events, site visits, and client-related meetings.
  • Accompany the Executive Director to key meetings to document minutes and follow up on outcomes.

Confidential & Personal Assistance

  • Manage confidential HR and financial information with integrity.
  • Support the Executive Director with personal or ad-hoc tasks as required.
  • Maintain professionalism, confidentiality, and trust at all times.

Requirements:

  • Bachelor in Business Admin/Management, Accounting/Finance, Hospitality/Operations Management.
  • At least 4 years of working experience in Personal Assistant, Operations Executive, Admin Exec, or Finance/Costing Assistant.
  • Exposure to F&B, the service industry, hospitality, or a fast-paced SME environment will be highly beneficial.
  • We are seeking candidates proficient in both English and Mandarin to effectively communicate with our diverse client base and stakeholders.
  • Proficient in MS Office, SharePoint / Cloud Filing Systems.
  • Strong analytical thinking, attention to detail, excellent organizational and multitasking.
  • Able to work independently with minimum supervision, proactive, and adaptable.

For those who have what it takes, please apply online or send in your profile to:

Consultant in charge: Wei Li

Tel:

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