Junior Personal Assistant

3 days ago

Petaling Jaya, Selangor, Malaysia E-Bumi Sdn Bhd Full time 30,000 - 60,000 per year

We are looking for dynamic, highly organized and proactive individual for this position. The Personal Assistant plays a critical role in supporting the busy Directors of the company in their personal and professional daily work, managing multiple businesses. This position is responsible for coordinating Director's daily work schedule, appointments, handling correspondence, organizing travel and serve as a liaison with clients or vendors. The role requires strong organizational, analytical, and communication skills to support management in decision-making and maintain smooth day-to-day operations.

Job Responsibilities

1. Executive Support & Administration

·       Manage and coordinate the Director's daily schedule, appointments, meetings, and travel arrangements.

·       Prepare meeting agendas, minutes, and follow-up action plans.

·       Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the Director.

·       Draft, proofread, and format professional documents, proposals, presentations, and reports.

·       Maintain confidentiality and discretion in handling sensitive information and decisions.

2. Business Coordination and Operational assistance

·       Serve as the central point of contact between the Director and internal teams, clients, and external stakeholders.

·       Coordinate and track progress of multiple projects across different business entities.

·       Follow up with department heads and business partners to ensure deliverables and deadlines are met.

·       Support the Director in reviewing business documents, contracts, and operational reports.

·       Prepare summaries or briefs for the Director on key issues, meetings, and updates.

·       Conduct research, compile data, and prepare analytical reports to assist the Director in decision-making.

·       Support in planning and organizing corporate events, meetings, and conferences.

·       Accompany the Director on overseas or local business trips, assisting with coordination, scheduling, and on-site support.

·       Assist in business development tasks such as preparing proposals, pitch decks, or presentations.

·       Help monitor financial and operational performance indicators across business units.

3. Communication & Liaison

·       Manage professional correspondence and communication with clients, business partners, and government or regulatory bodies.

·       Draft business letters, internal memos, and official statements as required.

·       Represent the Director professionally in meetings or discussions when delegated.

4. Office & Information Management

·       Organize and maintain electronic and physical filing systems for documents, contracts, and records.

·       Ensure proper documentation flow and secure archiving for all confidential materials.

·       Oversee administrative support activities that facilitate the Director's workflow.

5. Personal Assistance & other matters

·       Handle occasional personal errands or arrangements for the Director (only when necessary).

·       Manage personal documentation only when related to business or travel matters.

·       Where required, on call during off working hours, especially for crucial situation.

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