Executive Assistant to the Group CEO

Job Title: Executive Assistant to the Group CEO

Location: On-site / Corporate Office

Employment Type: contract 12 months with ATS based on performance Might be permanent

Availability: Immediate or Short Notice Preferred

Position Overview

We are seeking a highly organized, trustworthy, and proactive Executive Assistant to directly support our Group CEO. In this role, you will act as the central point of contact for the executive office, managing calendar logistics, high-level communications, project coordination, and administrative support with strict confidentiality and precision.

Key Responsibilities

Executive Support & Gatekeeping

Serve as the primary point of contact for the Group CEO by screening incoming calls, emails, messages, and meeting requests.

Manage, maintain, and optimize the CEO's master calendar, scheduling appointments, meetings, and travel logistics.

Handle personal and business arrangements, including travel bookings, purchases, corporate gifts, and occasional family-related tasks.

Stakeholder Management & Communications

Liaise professionally with internal teams, external stakeholders, high-level clients, and partners.

Organize corporate events, staff volunteer activities, internal committees, and special task forces.

Meeting Management & Project Tracking

Prepare confidential meeting agendas, presentation decks, document packs, and detailed minutes.

Track executive meeting decisions and proactively follow up on action items with responsible department leads.

Maintain task records and provide real-time project status updates using Basecamp.

Administration & Reporting

Conduct market or business research and draft reports and presentations as requested.

Prepare, submit, and reconcile the CEO's monthly expense claims accurately.

Manage client contact directories, physical and digital filing systems, and sensitive corporate records.

Undertake ad-hoc duties and special projects assigned by the Group CEO.

Requirements

Education: Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field.

Experience: Minimum 4–5 years of proven experience supporting C-level executives or Group CEOs.

Language Proficiency: Excellent written and verbal communication skills in both English and Bahasa Malaysia.

Software Proficiency: Highly competent in Microsoft Office Suite, Google Workspace, and project/task management tools (e.g., Basecamp).

Core Competencies:

Exceptional organizational and multi-tasking skills with strong attention to detail.

Absolute discretion when handling high-level confidential and personal information.

Ability to work independently, prioritize urgent demands, and thrive under tight deadlines.

Flexibility to provide occasional support outside standard operating hours when necessary.