About the Role
An established mission-driven organization is seeking a highly capable and professional Executive Assistant to provide high-level administrative, coordination and operational support to the Chief Executive Officer (CEO) and C-Suite.
This role is critical in ensuring efficient executive office operations, effective time management, structured communication flow and strong governance support.
The successful candidate will be discreet, highly organized and confident working with senior leadership and Board-level stakeholders.
Key Responsibilities
1) Executive & Office Administration
- Manage the CEO's calendar, appointments, travel arrangements and daily schedule.
- Coordinate internal and external meetings, conferences and executive engagements.
- Screen and prioritize emails, calls, and correspondence.
- Maintain organized electronic and physical filing systems.
- Ensure strict confidentiality of sensitive and privileged information.
- Provide administrative and coordination support to C-Suite members as required.
- Serve as a key liaison between the CEO, C-Suite and Board of Directors.
- Facilitate timely flow of information between the CEO's Office and the Board in support of governance processes.
2) Meeting & Secretariat Support
- Prepare agendas, meeting materials and briefing documents.
- Attend meetings and accurately record minutes, action items and follow-ups.
- Coordinate Senior Leadership Team (SLT) and management meetings.
- Track and monitor agreed actions and commitments.
- Coordinate administrative arrangements for Board and Committee meetings, including scheduling and circulation of materials.
- Provide administrative support for Board meetings, briefings and engagements.
3) Documentation & Communication
- Draft correspondence, letters, emails and reports on behalf of the CEO.
- Prepare presentations and executive-level documents.
- Compile and format reports and meeting minutes.
- Manage confidential and executive documentation in accordance with organizational standards.
4) Coordination & Workflow Management
- Track incoming requests and ensure timely responses.
- Coordinate with departments to collect and submit documents for executive review.
- Monitor deadlines and deliverables.
- Provide logistical support for executive briefings and engagements.
5) Financial & Administrative Support
- Support budget monitoring and reporting for the CEO's Office.
- Reconcile executive-related expenses.
- Administer CEO benefits, leave, medical and claims processes in coordination with relevant departments.
- Coordinate travel, accommodation and logistics for Board members in relation to official meetings and engagements.
- Manage Board travel documentation and claims in collaboration with Finance.
Requirements
- Bachelor's Degree in Business Administration, Management, or a related field.
- Minimum five (5) years experience in executive support roles.
- Experience supporting senior management or C-Suite executives preferred.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills in English and Bahasa Malaysia.
- High level of professionalism, discretion, and integrity.
- Proficiency in Microsoft Office and digital collaboration tools.
- Ability to work independently and manage multiple priorities under pressure.
- Strong interpersonal and stakeholder management skills.
What We're Looking For
- A trusted right hand to senior leadership
- Highly organized and detail-oriented
- Calm under pressure
- Service-oriented with strong judgment
- Comfortable interacting with Board-level stakeholders
- Able to handle sensitive matters with discretion
Salary Range
RM 4,000 - RM 6,000
**Applicants whose expectations exceed the posted budget may not be considered. Kindly apply only if the budget is acceptable.
