Executive Personal Assistant

This role is an extension of the Group Chief Executive Officer (GCEO), ensuring efficiency and effectiveness in his daily tasks by creating capacity for him to focus on high-impact priorities. As the Executive Personal Assistant (PA), you will play a critical role in managing the GCEO’s schedule, communication, and administrative responsibilities, while also handling key projects and stakeholder relationships.

Key Responsibilities

General Administration & Executive Support

1. Assist the GCEO with organizational, financial, and personal administration tasks on a daily basis
2. Prioritize and manage multiple projects simultaneously, ensuring timely follow-up and execution
3. Handle highly confidential information with professionalism and discretion
4. Lead short-term projects and initiatives as assigned by the GCEO
5. Exercise sound judgment in managing responsibilities and recognizing the scope of authority
6. Manage all incoming and outgoing electronic communications on behalf of the GCEO
7. Maintain strong relationships with internal and external stakeholders, including board members, executives, and key business contacts
8. Ensure all correspondence is handled professionally, maintaining a positive and professional company image
9. Follow up on important emails, responses, and requests related to the GCEO

Scheduling & Travel Coordination

1. Manage and maintain the GCEO’s calendar, including scheduling high-level meetings, board meetings, EXCO meetings, and conferences
2. Coordinate complex travel arrangements, including flights, accommodations, and itineraries for the GCEO, board members, and key executives
3. Ensure all key events and important dates are highlighted and communicated to the GCEO in advance

Meetings & Documentation

1. Prepare meeting materials, presentations, and reports for senior management team meetings and board discussions
2. Organize logistics for board meetings and key internal meetings
3. Take and distribute meeting minutes, ensuring action items are tracked and followed-up
4. Maintain and update a database of key executive contacts
5. Manage the GCEO’s expense claims and personal finances
6. Maintain organized records of decisions, approvals, and signed documents
7. Coordinate and facilitate document approvals required from the GCEO
8. Ensure all files and records under your care are consistently updated and well-maintained

Other Key Responsibilities

1. Provide written and oral translation between Bahasa Malaysia and English when required
2. Purchase and coordinate the delivery of gifts for key relationships and stakeholders
3. Build and maintain rapport with important stakeholders as instructed by the GCEO
4. Any other tasks or duties assigned by the GCEO

Requirements & Qualifications

Bachelor’s degree in Business Administration, Management, Communications, or a related field (Fresh graduates are encouraged to apply)
Previous internship or administrative experience is a plus but not required
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong organizational, time management, and multitasking skills
Excellent written and verbal communication skills in English and Bahasa Malaysia
High level of discretion, professionalism, and ability to handle confidential information
Proactive, resourceful, and eager to learn from a fast-paced executive environment