Job Description

Overview

The Personal Assistant to the CEO is responsible for providing high-level administrative, operational, and strategic support to ensure smooth daily operations of the CEO's office. This role requires excellent organizational skills, strong communication abilities, and the capacity to handle confidential information with professionalism and discretion.

Key Responsibilities

1. Executive & Administrative Support

Manage and maintain the CEO's calendar, appointments, meetings, and daily schedule. Coordinate travel arrangements, including flights, hotel bookings, transport, and travel itineraries. Prepare meeting agendas, minutes, and action plans, ensuring timely follow-ups. Handle and prioritize the CEO's emails, calls, messages, and correspondence.

2. Communication & Liaison

Serve as the primary point of contact between the CEO and internal/external stakeholders. Draft, review, and manage professional communication on behalf of the CEO. Ensure smooth information flow across departments, senior management, and partners. Address inquiries, escalate urgent matters, and monitor deadlines.

3. Documentation & Reporting

Prepare reports, presentations, proposals, and briefing notes required by the CEO. Maintain an accurate filing and documentation system (digital and physical). Compile data and information from various departments for decision-making purposes. Conduct research and provide summaries or analysis when required.

4. Meeting & Event Coordination

Organize and coordinate executive meetings, board meetings, conferences, and company events. Ensure all logistics are in place (venue, equipment, materials, refreshments, etc.). Record and distribute minutes, monitor action items, and ensure timely updates from stakeholders.

5. Project & Task Management

Assist the CEO in planning, monitoring, and executing strategic projects. Track progress of key initiatives and ensure alignment with deadlines. Coordinate with managers and departments for updates, approvals, and deliverables. Identify potential issues and help propose solutions for smooth workflow.

6. Confidentiality & Professional Handling

Manage sensitive and confidential information with utmost discretion. Uphold professionalism in all communication and interactions. Support the CEO with occasional personal tasks, errands, or private matters when necessary.

7. Office Management & Support

Ensure the CEO's office operations run efficiently and are well-organized. Maintain office supplies, files, and materials required for daily duties. Assist in handling visitors, VIP guests, or government agencies.

Requirements Qualifications

Diploma/Degree in Business Administration, Management, Communications, or related field. Minimum 2-5 years experience as Personal Assistant, Executive Assistant, or similar role. Strong command of written and spoken English & Bahasa Malaysia. Proficiency in MS Office (Word, Excel, PowerPoint), scheduling tools, and email systems.

Skills & Competencies

Excellent organizational and multitasking skills. Strong communication, interpersonal, and customer service skills. High level of discretion, integrity, and confidentiality. Ability to work under pressure and manage tight deadlines. Strong time management and ability to prioritize tasks effectively. Proactive, resourceful, and able to work independently.

Additional Advantages

Experience supporting senior-level executives. Ability to handle corporate and personal matters efficiently. Strong problem-solving and decision-making abilities. Knowledge of business operations and company management.
Job Types: Full-time, Permanent

Pay: RM2,500.00 - RM3,500.00 per month

Benefits:

Additional leave Cell phone reimbursement Dental insurance Free parking Health insurance Maternity leave Meal allowance Professional development Vision insurance
Ability to commute/relocate:

Shah Alam: Reliably commute or planning to relocate before starting work (Preferred)
Work Location: In person