Job Description

Key Responsibilities

1) Executive Operations & Coordination

? Track all directives, commitments, and tasks assigned by the GCEO, ensuring timely completion and accountability.

? Liaise with the GCOO, Chiefs, and department heads to ensure follow-ups and alignment on key initiatives.

? Implement systems and process improvements to enhance the efficiency of the CEO's office.

2) Calendar, Appointments & Time Optimisation

? Manage the GCEO's business and personal calendar, balancing strategic, operational, and private commitments.

? Coordinate internal and external meetings, off-site visits, and key stakeholder engagements.

? Send timely reminders to the GCEO and relevant stakeholders regarding appointments, travel, deliverables and action items.

? Anticipate scheduling conflicts and proactively resolve them to prevent operational disruptions.

3) Communication & Correspondence

? Act as the first point of contact for all incoming and outgoing communication related to the GCEO.

? Draft, review, and dispatch correspondence, ensuring tone and accuracy align with XB's professional standards.

? Liaise with executive offices, clients, board members, and partners on behalf of the GCEO when required.

? Maintain discretion and confidentiality across all internal and external communication.

4) Meeting & Task Management

? Maintain a GCEO Action Register to monitor progress, deadlines, and responsible stakeholders.

? Follow up with internal and external parties to ensure all action items are completed on time.

? Circulate concise summaries of outcomes and required next steps post-meetings.

? Prepare meeting agendas, briefing materials, and supporting documentation for the GCEO.

? Record minutes and capture key decisions and action points during meetings.

5) Document & Workflow Management

? Manage the submission, tracking, and filing of official documents, proposals, and reports requiring GCEO's attention or approval.

? Ensure accuracy, completeness, and proper formatting of all materials before presentation to the GCEO.

? Maintain a structured, easily retrievable digital archive for all.

? Ensure travel plans are efficient, cost-effective, and aligned with operational requirements.

? Coordinate signature approvals and maintain confidentiality of sensitive documentation.

6) Personal Support & Lifestyle Management

? Manage personal schedules, appointments, and reminders, ensuring no overlap with business commitments.

? Coordinate personal engagements, family events, and relevant logistics discreetly.

? Oversee renewal dates for memberships, subscriptions, and important administrative deadlines.

? Assist with errands, reservations, and other ad-hoc personal tasks as required.

7) Confidentiality, Governance & Ethics

? Maintain the highest standards of confidentiality across business and personal matters.

? Ensure compliance with XB's internal governance, approval policies, and reporting procedures.

? Represent the GCEO's office with professionalism and discretion in all engagements.

Salary Range : RM 3,000 - RM 3,500

Location : Q-Sentral

Job Type: Full-time

Pay: RM3,000.00 - RM3,500.00 per month

Benefits:

Professional development
Work Location: In person