Personal Assistant

Personal Assistant

Location: Kuala Lumpur

Employment Type: Full-Time

Department: Administrative

Note :Preferred Chinese as will be working and dealing with China travel agencies to Coordinate

Job Summary:

The Personal Assistant provides comprehensive administrative, operational, and personal support to the Director / Executive in a fast-paced travel industry environment. This role ensures smooth coordination of business and personal activities, effective travel planning, and professional communication with clients and partners. The ideal candidate is detail-oriented, resourceful, and highly proficient in Microsoft Office applications.

Key Responsibilities

1. Executive & Administrative Support

• Manage daily schedules, appointments, and meetings for the executive.

• Prepare professional correspondence, reports, proposals, and presentation materials.

• Handle incoming and outgoing communications with a high level of professionalism and confidentiality.

• Maintain organized filing systems (both digital and physical) for efficient document retrieval.

2. Travel Planning & Coordination

• Arrange and manage domestic and international travel itineraries, including flights, accommodations, transportation, visas, and insurance.

• Coordinate with travel partners, airlines, hotels, and tour operators to ensure seamless arrangements.

• Prepare comprehensive travel itineraries and handle last-minute changes promptly.

• Track travel expenses and prepare reconciliation reports.

3. Client & Partner Liaison

• Serve as the point of contact between the executive and clients, suppliers, and industry partners.

• Assist in preparing travel quotations, client proposals, and booking confirmations.

• Ensure timely follow-ups and maintain a high level of customer service excellence.

4. Office & Operations Support

• Support daily operations, including documentation, data entry, invoicing, and reporting.

• Assist in organizing company events, trade fairs, or familiarization trips.

• Help with marketing activities such as preparing PowerPoint decks, Excel reports, and Word documents for presentations and promotions.

5. Personal Assistance

• Manage personal appointments, errands, and travel arrangements for the executive (as required).

• Handle confidential personal and family matters with discretion and professionalism.

• Highly proficient in Microsoft Office Suite — Excel (formulas, reporting, pivot tables), Word (document formatting, templates), and PowerPoint (presentation design).

• Strong organizational and time management skills with the ability to multitask effectively.

• Excellent written and verbal communication skills.

• Attention to detail and accuracy in all tasks.

• Professional demeanor, confidentiality, and reliability.

• Knowledge of travel booking systems (e.g., Amadeus, Sabre, Galileo) is an advantage.

Qualifications

• Diploma or Degree in Business Administration, Tourism, Hospitality Management, or related field.

• Minimum 2–5 years’ experience as a Personal Assistant, Executive Assistant, or Travel Coordinator.

• Prior experience in the travel or hospitality industry preferred.

Scope of Work

• Reports directly to the Managing Director / Executive.

• Coordinates with internal teams (sales, operations, finance, and marketing).

• Occasionally required to travel for meetings, events, or familiarization trips.

• Handles both business and limited personal matters as assigned.