The Executive Assistant to CEO is responsible for providing comprehensive administrative support to the Chief Executive Officer and coordinating activities within the CEO's office. This role involves managing the CEO's schedule, attending meetings, handling confidential information, and facilitating effective communication and coordination with internal and external stakeholders. The Executive Assistant plays a vital role in ensuring the smooth functioning of the CEO's office and supporting the CEO in various projects and initiatives.
Responsibilities:
1. Schedule and Calendar Management:
- Prioritize and schedule activities to optimize the CEO's time and ensure timely completion of tasks.
- Collaborate with the respective head of departments, head of subsidiaries, head of divisions to ensure the CEO's schedule are updated, which includes managing meetings, appointment and travel arrangements.
- Collaborate with internal and external parties to schedule meetings and events.
2. Meeting Support
- Attend meetings with the CEO, take meeting minutes and track action items.
- Prepare meeting materials, agendas and presentations.
- Facilitates effective communication and coordination between the CEO and meeting participants.
3. Communication and Correspondence:
- Draft, review, and edit correspondence, presentations, and reports on behalf of the CEO.
- Manage incoming and outgoing communication, including phone calls, emails, and mail.
- Ensure timely and accurate dissemination of information to relevant parties.
4. Confidential Information Handling:
- Handle sensitive and confidential information with utmost discretion and always maintain high level of confidentiality.
- Prepare, review and maintain confidential documents, contracts, and agreement.
- Implement and maintain effective document management systems for efficient storage and retrieval of information.
5. Relationship Management:
- Build and maintain positive working relationships with internal and stakeholders.
- Serve as a liaison between CEO's office and other departments, teams, and external partners.
- Coordinate with the executive team to foster cross-functional collaboration and information sharing.
6. Special Project and Initiatives:
- Support the CEO in various special projects and initiatives by conducting research,
- preparing presentations and providing assistance as required.
- Monitor project timelines and deliverables, ensuring tasks are completed on schedule.
Requirements:
- Recognized Degree in Electrical, Mechanical Engineering; and/or Law; Business, or a relevant field.
- Candidates must possess a background in the automotive industry.
- Proven experience as an executive assistant or coordinator, preferably supporting C-level executives.
- Ability to handle confidential information with professionalism and discretion.
- Strong interpersonal skills and ability to work effectively with individuals at all levels.
- Strong written and verbal communication skills, with the ability to prioritize tasks and meet deadlines.
- Ability to manage and execute multiple responsibilities at once by focusing on one task while keeping track of others (i.e. multi-tasking).
- High level of confidentiality to the CEO.
- Proactive mindset and the ability to anticipate needs and resolve issues efficiently.
- Strong interpersonal skills and the ability to work effectively with individuals at all levels.
- Excellence command of spoken and written English, Bahasa Malaysia and Mandarin.
- Excellence MS Office knowledge.
