Job Description

Company Description Torto Food Industries (M) Sdn Bhd, founded in 1989, has grown from a small home-based operation into a leading confectionery producer with a modern 12,000 sqft facility in Northern Malaysia. The company specializes in biscuits and cookies and has built a strong international export network across Asia, Europe, Africa, America, and other regions. Torto Food's success is driven by a focus on quality, innovation, and continuous improvement in operations, marketing, sales and distribution, and research and development. Significant investments in technology and infrastructure help the company maintain its premier position and expand market share locally and globally. The Torto Group now offers over 50 premium products, consistently updated to match consumer trends and preferences.

Role Description This is a full-time, on-site role based in Penang, Malaysia, supporting the Executive Director as a Personal Assistant. The role includes managing the Executive Director's calendar, scheduling meetings and appointments, and coordinating travel and accommodation arrangements. The Personal Assistant will handle correspondence, prepare documents, reports, and presentations, and maintain organized electronic and physical filing systems. Daily responsibilities also include screening calls and visitors, coordinating internal and external communications, and following up on action items to ensure timely completion. The role requires close collaboration with other departments to support executive projects, maintain confidentiality of sensitive information, and ensure the Executive Director's office runs efficiently.

Key responsibilities

Manage the Executive Director's calendar, appointments, meetings, and travel arrangements
Prepare reports, presentations, correspondence, and meeting minutes
Handle confidential information with discretion
Manage professional communications and follow up on inquiries
Coordinate with departments to facilitate communication and update the Executive Director on business developments, meeting outcomes, and important departmental matters
Coordinate meetings, corporate events, agendas, and meeting materials
Monitor meeting decisions and follow-up actions
Monitor project progress and follow up with department heads to ensure tasks and deadlines are met
Arrange domestic and international travel, accommodation, itineraries, and expense claims
Assist the Executive Director with ad-hoc business and administrative matters as required

Requirements:

Bachelor's degree in Business Administration, Secretarial Studies, or a related field
At least 5 years of relevant experience as a Personal Assistant, Executive Assistant, or in a similar position
Strong ethical standards, with the ability to handle confidential and sensitive information appropriately
Good skills in managing schedules, arranging meetings and business travel, and preparing documents
Strong organizational, communication, and interpersonal skills, with the ability to coordinate effectively across different departments and with external stakeholders