Personal Assistant to Director - Taman Melawati

MAIN DUTIES AND RESPONSIBILITIES:

1. Executive Support & Administration
-Manage the MD’s daily schedule, appointments, meetings, and travel arrangements.
-Prepare meeting agendas, minutes, follow-up actions, and required documents for the MD.
-Handle confidential correspondence, emails, phone calls, and internal communications on behalf of the MD.
-Draft, edit, and format reports, presentations, letters, and official documents.
-Organize files, records, and documentation systematically for easy retrieval.
-Act as the first point of contact for all matters requiring the MD’s attention.

2. Coordination & Communication
-Liaise professionally with clients, suppliers, consultants, external partners, and government agencies.
-Communicate and coordinate between the MD and department heads to ensure tasks and deadlines are executed.
-Follow up on pending matters, project updates, and commitments made by the MD.
-Ensure accurate and timely flow of information between management and operational teams.

3. Meeting & Project Coordination
-Schedule, arrange, and coordinate internal/external meetings, site visits, and management discussions.
-Prepare briefing materials, project summaries, and relevant documents before meetings.
-Track project progress or tasks assigned by the MD and provide timely reminders.
-Assist in preparing board papers, management reports, and presentation slides.

4. Travel & Logistics
-Arrange domestic and international travel itineraries, accommodation, transportation, and logistics.
-Prepare travel claims, allowances, and expense reports accurately.

5. Confidentiality & Professional Conduct
-Maintain absolute confidentiality in all company and personal matters.
-Exercise discretion, initiative, and professionalism in all communications.
-Represent the MD with a high level of professionalism and responsibility.

EDUCATION:
· Diploma/Degree in Business Administration, Management, Secretarial Studies or equivalent

QUALITIES:
· Excellent command of English and Bahasa Malaysia (Mandarin is an advantage).
· Proficient in Microsoft Office (Word, Excel, PowerPoint) and digital communication tools.
· Strong organizational, multitasking, and time-management skills.
· High maturity, professionalism, and ability to work independently.
· Strong interpersonal skills with the ability to interact with senior stakeholders.
· Able to handle pressure, tight deadlines, and sensitive matters with discretion.

EXPERIENCE:
· Minimum 3–5 years experience supporting senior management or directors (construction industry is an advantage).