Executive Assistant Intern to the Chief Technology Officer

Location: Malaysia

Workarrangement: Hybrid

Internship duration: 6 months

Reporting line: Chief Technology Officer (CTO)

About Pantas Software

Pantas Software is a climate-tech company building software that helps organizations manage carbon data, reporting, and operational decision-making. This internship offers direct exposure to how a CTO operates across engineering, product, and company-building priorities in a fast-moving software environment.

Role Overview

We are looking for a highly organized, proactive, and tech-savvy Executive Assistant Intern to support our CTO. This role is ideal for a student who wants to learn how a software company runs from the inside while contributing meaningful work across executive operations, meeting orchestration, documentation, project tracking, and special projects.

This is not a pure software engineering internship. Coding ability is helpful, but your main value will be helping the CTO stay organized, prepared, and unblocked across key priorities.

You will also gain exposure to emerging AI and LLM workflows, with opportunities to learn how these technologies can support enterprise software development and engineering operations.

What You'll Do

1)Executive support and calendar management

• Manage the CTO's calendar, schedule internal and external meetings, resolve conflicts, and protect focus time.
• Coordinate meeting logistics across engineering, product, leadership, partners, and clients.
• Prepare agendas, pre-reads, and briefing notes for important meetings.
• Track deadlines, follow-ups, and pending decisions so nothing slips.

2)Meeting orchestration and documentation

• Support recurring cadences such as engineering leadership meetings, roadmap reviews, sprint reviews, cross-functional check-ins, and ad hoc strategy discussions.
• Take clear notes, capture decisions, and document action items with owners and deadlines.
• Publish concise summaries and trackers in Notion, Google Docs, or similar tools.

3)Project tracking and CTO office operations

• Help maintain visibility on key engineering and product initiatives, milestones, blockers, and dependencies.
• Update project trackers and status summaries using Jira, Notion, spreadsheets, or similar tools.
• Prepare weekly briefs, dashboards, or leadership-ready slides that summarize progress, risks, and next steps.
• Identify lightweight process improvements that strengthen communication and execution across teams.

4)Research and special projects

• Support lightweight experimentation with AI and LLM-enabled workflows to explore how these tools can improve enterprise SDLC workflows across engineering, documentation, and delivery.
• Support lightweight analysis, testing, or prototyping when it helps the CTO evaluate options.
• Assist with ad hoc projects such as recruiting coordination, onboarding materials, tool evaluations, internal knowledge management, or partner/customer meeting prep.

Who You Are

• You are highly organized and enjoy bringing structure to fast-moving environments.
• You are comfortable around technical topics and can follow engineering or product conversations.
• You are curious about emerging AI tools and are able to learn new technologies quickly, even if you have not worked hands-on with LLMs before.
• You communicate clearly in writing and speech, especially when summarizing complex discussions.
• You are proactive, detail-oriented, and able to work with limited direction.
• You handle sensitive information with maturity, discretion, and professionalism.
• You are reliable, follow through consistently, and are good at keeping multiple workstreams moving.

Required Qualifications

• Currently pursuing a bachelor's degree in Computer Science, Information Systems, Software Engineering, Business, Communications, Engineering Management, or a related field.
• Strong preference for 3rd- or 4th-year students, ideally in their penultimate or final year of study, including those in their final semester.
• Available for a 6-month internship in Malaysia.
• Strong organizational skills and the ability to manage multiple priorities at once.
• Strong written communication skills for notes, summaries, presentations, and follow-up updates.
• Comfort with calendar tools, Google Workspace or Google Docs, and team collaboration platforms.
• Familiarity with tools such as Notion, Jira, Slack, or spreadsheets.
• Basic understanding of how software teams operate, including Agile/Scrum, sprint cycles, tickets, and documentation.
• High level of discretion, professionalism, and ownership.

Nice to Have

• Basic ability to read or write code in Python.
• Familiarity with SQL, APIs, or lightweight data analysis.
• Exposure to AI tools, workflow automation, or LLM-based applications is a plus.
• Demonstrated ability to learn new technical concepts quickly and apply them in a practical business or engineering context.
• Prior internship, leadership, or project experience in startups, student organizations, product teams, research, or operations.
• Interest in climate tech, ESG, sustainability, or enterprise software.

Success Criteria / KPIs

By the end of the internship, success would look like:

• The CTO's calendar is managed with minimal conflicts and stronger prioritization.
• Agendas and pre-reads for priority meetings are circulated at least 24 hours in advance.
• Meeting notes and action logs are published within 24 hours of recurring meetings.
• Weekly trackers are updated consistently with clear owners, blockers, and due dates.
• At least 2 process improvements, research briefs, or special-project deliverables are completed during the 6-month term.
• The CTO and cross-functional stakeholders have better visibility into what is on track, what is blocked, and what needs escalation.

What You'll Gain

• Direct exposure to CTO decision-making and software-company operations.
• Hands-on experience at the intersection of executive support, technical operations, and startup execution.
• Mentorship in communication, prioritization, documentation, and cross-functional coordination.
• Meaningful work that supports real engineering and business outcomes.
• Hands-on AI exposure: Opportunity to work directly with LLM technologies and learn how AI can support enterprise SDLC workflows across engineering.

Equal Opportunity

Pantas Software is an equal opportunity employer and values diverse backgrounds, perspectives, and experiences.

If you're passionate about AI, technology, and operational excellence, and want to make a tangible impact in climate tech, we encourage you to apply.