Personal Assistant to Executive Director

About our client:

Our client is a Malaysian Convenience Store brand which focuses on the concept of bringing neighborhood grocery plus convenience idea to the consumer market, with around 100+ outlets nationwide.

Key Responsibilities:

1. Executive & Administrative Support

• Manage and coordinate the Executive Director's calendar, including meeting scheduling, prioritization, and follow-ups.
• Prepare meeting agendas, minutes, summaries, and action items.
• Handle general secretarial and administrative duties.
• Manage travel arrangements including flights, accommodation, transport, check-ins, and reservations.
• Organize and maintain the Director's office, documents, and records.
  
  

2. Representation & Coordination

• Act as a point of contact and representative for the Executive Director with internal stakeholders, including cross-functional Heads of Departments (HODs), and external partners.
• Coordinate communication and ensure alignment across teams.
• When the Director is unavailable, provide updates, relay information, and ensure continuity of work.
  
  

3. Media, Events & Communications

• Draft and prepare scripts, talking points, and briefing notes for interviews, seminars, conferences, and speaking engagements.
• Accompany the Executive Director to events, meetings, and public engagements when required.
• Support event-related coordination and logistics.
  
  

4. Availability & Flexibility

• Be available to stand by on weekends or outside standard working hours, as and when required.
• Maintain reasonable responsivenesstimely and dependable without an expectation of constant immediate replies.
  
  

5. Additional Responsibilities

• Assist with procurement-related tasks (coordination, follow-ups, documentation) a strong plus
• Handle ad-hoc tasks as assigned to support the Executive Director effectively
  
  

Job Requirements:

• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Strong organizational, coordination, and multitasking skills.
• Excellent written and verbal communication skills.
• Able to work independently, exercise discretion, and handle confidential information.
• Open-minded, adaptable, and receptive to diverse perspectives and non-traditional approaches.
• Comfortable interacting with senior leadership and external stakeholders.
• Experience in procurement or vendor coordination is highly preferred.
• Exposure to media, communications, or public relations support

• Experience supporting senior leadership in a fast-moving environment
  
  

Working Location:

Subang Jaya, Selangor

Remuneration:

Up to MYR 7,500

Consultant In-charge:

Jason | [Confidential Information] | 012 688 8045