Personal Assistant to Managing Director

The BIG Picture We are seeking a highly organised, discreet, and proactive Personal Assistant to provide comprehensive administrative and personal support to the Managing Director. This role requires a high level of professionalism, confidentiality, and attention to detail in managing both business and personal matters.

The ideal candidate is resourceful, trustworthy, and able to multitask effectively in a fast-paced environment while maintaining strict confidentiality.

Key Responsibilities

1. Executive & Administrative Support

Manage and coordinate the MD's calendar, appointments, and meetings

Prepare reminders, meeting minutes, meeting materials, presentations, and reports as required

Prepare memos, letters, and any other administrative support when required

Coordinate inter-Departmental communication to ensure timely submission of reports and updates

Track deadlines and follow up with relevant Departments

Handle correspondence, emails, and document management

Maintain organised filing systems (digital and physical)

Manage and liaise with external vendors and service providers when necessary

2. Financial & Compliance Administration

Apply, renew, and maintain corporate and/or personal insurance policies

Monitor policy expiry dates and ensure timely renewals

Liaise with insurance brokers, agents, and relevant parties on policy servicing and claims

Maintain organised and confidential records of all insurance documentation

Submit and track expense claims, reimbursements, and documentation

Liaise with Accountants and Auditors to ensure closure of any queries and fulfilment of any requirements

3. Travel & Meeting Coordination

Arrange domestic and international travel (flights, accommodation, transport, visa if required)

Prepare detailed travel itineraries

Coordinate business meetings, including venue booking and logistics

Accompany MD to meetings if required (optional, depending on scope)

4. Personal Assistance

Manage personal scheduling and appointments

Coordinate family-related arrangements (travel, bookings, events)

Handle personal administrative matters professionally and discreetly

5. Confidentiality & Professional Conduct

Handle sensitive and confidential information with utmost discretion

Maintain professionalism when interacting with internal and external stakeholders

Exercise sound judgment in managing information flow

6. Others

Assist in other Departments where help is needed, when necessary

Preferred Attributes

Experience supporting C-level Executives

Experience handling both personal and corporate matters

Strong interpersonal and coordination skills

Detail-oriented and proactive problem solver

Key Competencies

Professionalism

Discretion & Integrity

Accountability

Initiative

Communication

Organisational Excellence

Requirements

Bachelor's Degree in Business Administration, Management, or related field

Minimum 35 years of experience as a Personal Assistant / Executive Assistant supporting senior management

Strong organisational and time-management skills

Resourceful, with good problem-solving skills

Proactive and takes initiative

High EQ, people-oriented and result-oriented personality

Excellent written and verbal communication skills (English; Bahasa Malaysia is an advantage)

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and a good knowledge in AI tools would be an advantage

High level of integrity, discretion, and confidentiality

Excellent organisation skills with the ability to multitask and prioritise effectively

Flexible and responsive outside normal working hours when required

What Success Looks Like in the First 6 Months

By the end of the first six months, the successful candidate should demonstrate:

1. Strong Command of the MD's Schedule & Priorities

Independently manage the MD's calendar with minimal supervision

Anticipate scheduling conflicts and proactively resolve them

Ensure meetings, travel, and reports are well-coordinated and seamless

2. Reliable Coordination Across Departments

Establish effective working relationships with all Department heads

Ensure reports and submissions are consistently delivered accurately and on time

Proactively follow up without constant direction

3. Flawless Administrative & Financial Handling

Submit claims accurately and promptly

Maintain organised and up-to-date documentation (insurance policies, travel records, confidential files, etc)

Ensure zero missed renewal deadlines (e.g. insurance, memberships, key contracts)

4. Trusted Gatekeeper & Confidential Partner

Demonstrate high discretion in handling sensitive business and personal matters

Exercise sound judgment in managing information flow

Gain the MD's confidence as a dependable and trustworthy support individual

5. Proactive Problem Solver

Anticipate needs before being asked

Identify inefficiencies and suggest practical improvements

Handle unexpected issues calmly and independently

What you'll enjoy:

Physical Well-being: Medical benefits

Emotional Well-being: Paid time off, Monthly Employee Engagement activities

Financial Well-being: Upskilling and career development opportunities