PORTMAN International School Hiring! Full Time Executive Assistant in Federal Territory, Earn up to MYR 4,500 - Ricebowl

Role Description

We are seeking a highly organised, resourceful and trustworthy Executive Assistant to provide direct support to the Group COO.

This is a hands-on role covering Human Capital coordination, administration and operations, as well as selected personal assistant responsibilities. The ideal candidate is proactive, detail-oriented and able to follow through on tasks independently.

Key Responsibility

Human Capital

• Coordinate staff recruitment, interview arrangements and candidate follow-ups.
• Prepare employment letters, contract renewals, confirmation letters, warning letters and other HR documentation.
• Coordinate staff onboarding and offboarding processes.
• Maintain accurate employee records, leave information and personnel documents.
• Monitor probation periods, employment contract expiry dates and required follow-up actions.
• Follow up on staff attendance, leave applications and submission of required documents.
• Assist with payroll information, claims and statutory documentation.
• Coordinate staff training, internal announcements and Human Capital matters.
• Ensure Human Capital procedures and company policies are properly followed.

Administration & Operations

• Manage the executive’s calendar, appointments, meetings and reminders.
• Prepare meeting agendas, take minutes and follow up on action items.
• Track deadlines, management instructions and outstanding tasks across departments.
• Prepare letters, reports, presentations, summaries and internal communications.
• Coordinate with campuses, department heads, vendors and external parties.
• Maintain proper filing and organisation of confidential company documents.
• Assist with licence renewals, applications, submissions and administrative deadlines.
• Monitor operational issues and ensure responsible team members complete the required actions.
• Support events, meetings and other special projects when required.

Personal Assistant Support

• Manage selected personal appointments, reservations and reminders.
• Assist with travel arrangements, including flights, accommodation and itineraries.
• Coordinate family-related schedules and personal errands when required.
• Handle personal documents and confidential matters with discretion.
• Provide ad hoc support to the executive based on changing priorities.

Qualifications

• Diploma or Degree in Human Resource Management, Business Administration, Management or a related field.
• At least 2–3 years of experience as an Executive Assistant, Personal Assistant, HR Executive or Administration Executive.
• Good command of written and spoken English and Bahasa Malaysia. Mandarin will be an advantage.
• Strong organisational, communication and follow-up skills.
• Able to manage multiple responsibilities and work under tight deadlines.
• Proficient in Microsoft Office, Google Workspace and digital productivity tools.
• Comfortable using AI tools and learning new systems.
• High level of integrity and ability to maintain confidentiality.
• Proactive, dependable and able to work with minimal supervision.
• Must have own transport and be willing to travel locally when required.

Industry

• Higher Education

Employment Type

Full-time

Pay: RM3,500.00 - RM4,500.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Work Location: In person