Executive & Personal Assistant (HR & Operations)
About the Role
We are seeking a highly organised, dependable, and proactive Executive & Personal Assistant (HR & Operations) to provide dedicated support to the Director in a fast-paced business environment.
This is a hybrid role that combines executive support with hands-on involvement in HR and operations; supports HR and operational coordination and does not carry direct ownership of departmental operations. You will work closely with the Director on day-to-day priorities while also assisting in recruitment, employee matters, and internal processes.
This role is ideal for someone who is structured, detail-oriented, and tech-savvy, with the ability to manage multiple responsibilities while maintaining a high level of professionalism and discretion. You will also have the opportunity to learn and grow into a broader business support role over time.
Key Responsibilities
Executive Support
- Manage the Director's calendar, appointments, and daily priorities
- Prepare meeting agendas, minutes, and follow-ups
- Track action items, deadlines, and commitments to ensure timely completion
- Handle correspondence and act as a liaison with internal and external stakeholders
- Coordinate meetings, travel arrangements, and logistics
- Support both business and personal administrative matters when required
HR & Payroll Support
- Assist in recruitment activities including interview coordination and candidate communication
- Support onboarding processes and employee documentation
- Maintain employee records and ensure proper documentation is up to date
- Assist in payroll preparation and verification (e.g. attendance, leave tracking, supporting data)
- Support performance review processes and follow-ups
- Assist in drafting and updating HR policies, SOPs, and internal communications
Administration & Coordination
- Prepare reports, presentations, and business documents
- Maintain organised filing systems and records (digital and physical)
- Coordinate internal meetings, events, and communications
- Support operational and administrative tasks as assigned
Requirements
- Diploma or Bachelor's Degree in Business Administration, HR, or a related field
- Minimum 4–6 years of experience in an Executive Assistant, Administrative, or HR support role
- Exposure to HR processes and/or payroll support is required
- Strong organisational and time-management skills with high attention to detail
- Ability to manage multiple priorities in a fast-paced environment
- Excellent command of spoken and written English
- High level of discretion, professionalism, and integrity
- Proactive mindset with strong follow-through
- Tech-savvy with strong digital and systems capability (e.g. Excel, shared platforms, HR/payroll systems)
- Valid driver's licence and willingness to travel when required
- Must be authorised to work in Malaysia
Must-Have Skills
- Calendar and schedule management
- Strong written and verbal communication
- Task prioritisation and follow-up
- Attention to detail and accuracy
- Confidential information handling
- Ability to work with digital tools and systems efficiently
Added Advantage
- Experience supporting a Director or senior management
- Exposure to payroll processes or HR systems
- Familiarity with recruitment and onboarding processes
- Experience in SME or fast-paced environments
