Personal Assistant to Executive Director

Location: Kuala Lumpur, Selangor

Job Descriptions:

Executive & Administrative Support

• Manage calendars, schedules, and time-sensitive tasks.
• Prepare meeting materials, take minutes, and follow up on action items.
• Draft, proofread, and format correspondence, reports, and presentations.
• Handle confidential and sensitive information with discretion.
• Coordinate travel, accommodation, and logistical arrangements.
• Maintain organized digital and physical filing systems

Communication & Coordination

• Serve as the main liaison between the Executive Director and internal/external stakeholders, and coordinate cross-department communication.
• Prepare briefing notes, summaries, and follow-up actions for meetings and site visits.

Report Verification & Task Monitoring

• Review and verify departmental reports for accuracy, completeness, and compliance with company standards.
• Maintain a master task tracker to monitor assignments and deliverables across departments.
• Consolidate updates, identify delays or gaps, and highlight key issues for the Executive Director.
• Ensure timely submission of reports, dashboards, and SOP updates.

Client & Event Support

• Assist in preparing client proposals, quotations, and presentations.
• Coordinate events, site visits, and client-related meetings.
• Accompany the Executive Director to key meetings to document minutes and follow up on outcomes.

Confidential & Personal Assistance

• Manage confidential HR and financial information with integrity.
• Support the Executive Director with personal or ad-hoc tasks as required.
• Maintain professionalism, confidentiality, and trust at all times.

Job Requirements:

• Bachelor in Business Admin/Management, Accounting/Finance, Hospitality/Operations Management.
• At least 4 years of working experience in Personal Assistant, Operations Executive, Admin Exec, or Finance/Costing Assistant.
• Exposure to F&B, the service industry, hospitality, or a fast-paced SME environment will be highly beneficial.
• Good English and Mandarin oral and written communication skills.
• Proficient in MS Office, SharePoint / Cloud Filing Systems.
• Strong analytical thinking, attention to detail, excellent organizational and multitasking.
• Able to work independently with minimum supervision, proactive, and adaptable.

Others Information:

For those who have what it takes, please send in resume to:

Recruitment Consultant: Wei Li
Email: weili@brightprospect.com.my