Personal Assistant to Executive Director

Key Responsibilities

1. Executive & Administrative Support

• Manage the Executive Director's schedule, appointments, and meetings to ensure effective time management.
• Prepare meeting materials, take minutes, and follow up on action items.
• Draft, proofread, and format correspondence, reports, and presentations with accuracy and professionalism.
• Handle confidential and sensitive information with discretion.
• Coordinate travel, accommodation, and logistics for business trips or events.
• Maintain systematic digital and physical filing for reports, correspondence, and key company documents.

2. Communication & Coordination

• Serve as the primary liaison between the Executive Director and internal/external stakeholders, including clients, vendors, and staff.
• Coordinate and monitor cross-departmental communications to ensure clarity, timely responses, and accountability.
• Prepare briefing notes and summaries for meetings, projects, and site visits.
• Follow up on internal and external correspondence to ensure timely closure of pending matters.

3. Report Verification & Task Monitoring

• Cross-check and verify all reports and submissions from departments (Finance, HR, Operations, Procurement, Cost Control, etc.) for accuracy, completeness, and alignment with company standards.
• Maintain a master task tracker to monitor assignments and deliverables from all staff and departments.
• Consolidate updates, identify gaps or delays, and highlight key issues for the Executive Director's attention.
• Ensure reports, dashboards, and SOP updates are submitted according to timelines and reporting schedules.

4. Client & Event Support

• Assist in preparing client proposals, quotations, and presentations.
• Support coordination of company events, site visits, and meetings with clients or partners.
• Accompany the Executive Director to key meetings to document minutes and follow up on outcomes.

5. Confidential & Personal Assistance

• Handle confidential HR and financial information with integrity and discretion.
• Assist the Executive Director with personal or ad-hoc matters as assigned.
• Maintain a high level of professionalism, confidentiality, and trust in all dealings.

Requirements

1. Education

Bachelor's Degree in one of the following fields (strongly preferred):

• Business Administration / Management
• Accounting / Finance
• Hospitality Management
• Operations Management

Diploma holders may be considered only with 5+ years of relevant experience.

1. Experience

Minimum 3 years experience as:

• Personal Assistant / Executive Assistant

• Operations Executive / Operations Coordinator

• Administrative Executive in a corporate environment

• Finance/Costing Assistant (added advantage)

Experience in F&B, service industry, hospitality, or fast-paced SME environment will be highly beneficial.

1. Technical Skills

The candidate must be proficient in:

a. Microsoft Excel (advanced level):

• VLOOKUP/XLOOKUP
• Pivot tables
• Data validation
• Basic financial analysis

b. Microsoft PowerPoint – preparing polished decks for clients and management

c. Microsoft Word – formatting SOPs, letters, reports

d. SharePoint / Cloud Filing Systems – document control, uploading, versioning

e. Ability to review and cross-check operational, HR, and costing reports

1. Soft Skills & Behavioral Traits

2. High integrity and confidentiality

3. Strong critical thinking and analytical skills
4. Excellent communication skills (written and verbal)
5. Mature and professional demeanor
6. Strong follow-up discipline
7. Detail-oriented and meticulous
8. Strong sense of ownership ("don't need reminders")
9. Organized and systematic working style
10. Ability to work under pressure and manage multiple priorities

11. Assertiveness without being aggressive (important when chasing staff for outputs)

12. Language Skills

13. Excellent proficiency in written and spoken English, Bahasa Malaysia, and Mandarin is required to support communication with internal teams, clients, and external stakeholders.

14. Other Requirements

15. Able to work beyond normal office hours when required to support urgent or time-sensitive matters.

16. Must remain responsive during weekends or public holiday, when necessary, especially for critical operational, client, or management issues.

17. Highly trustworthy and reliable in handling confidential HR and financial information, with strict adherence to discretion and data privacy.

18. Able to assist the Executive Director with personal matters when needed, while always maintaining professionalism and confidentiality.