Executive Personal Assistant to CEO

Company Description Everrise Department Stores is a growing retail brand serving diverse communities with a wide range of quality products and customer-focused services. The company operates modern, well-organized stores and emphasizes a welcoming shopping experience and reliable service standards. Team members are encouraged to contribute ideas, support operational excellence, and deliver consistent value to customers. Everrise offers opportunities for professional growth in a dynamic retail environment that values responsibility, collaboration, and integrity.

Role DescriptionThe Executive Personal Assistant provides comprehensive executive, administrative, and strategic support to the CEO. This role serves as the primary liaison between executive leadership, department heads, store management, and external stakeholders across East Malaysia. The ideal candidate will combine high-level organizational efficiency with discretion, proactive problem-solving, and a sound understanding of fast-paced supermarket retail operations.

Key Responsibilities

1.Executive Support & Schedule Management

• Manage complex calendar schedules, appointments, and meeting requests; proactively anticipate and resolve scheduling conflicts.
• Organize domestic and regional travel logistics, including flight itineraries, accommodation, ground transportation, and official store visit arrangements.
• Screen, filter, and prioritize incoming correspondence (emails, official letters, calls, and internal requests), handling routine matters independently.

2.Operations Liaison & Meeting Administration

• Coordinate and attend executive-level meetings, management reviews, and retail store operational briefings.
• Prepare agendas, compile presentation decks, record comprehensive meeting minutes, and track post-meeting action items to ensure timely completion by relevant department heads.
• Coordinate cross-functional communication between the Executive Suite and key operational units (Merchandising, Purchasing, Warehouse/Logistics, Marketing, Finance, Human Resources, and Store Operations).

3.Reporting, Business Documentation & Research

• Draft, edit, and proofread high-level business correspondence, memos, Board papers, corporate announcements, and official government submissions.
• Consolidate sales figures, store KPI summaries, supplier contracts, and management reports into concise executive briefings.
• Conduct preliminary research and market data gathering for new store openings, retail trends, tenancy negotiations, and business expansion plans.

4.Confidentiality & Ad-Hoc Administration

• Safeguard sensitive business data, including financial reports, vendor contracts, expansion strategies, and personnel matters, upholding strict confidentiality.
• Assist with ad-hoc personal administration, corporate functions, store launch events, and special executive projects as required.

Requirements & Qualifications

• Education: Diploma or Bachelor's Degree in Business Administration, Corporate Secretarial Studies, Management, Mass Communication, or a related discipline.
• Experience: Minimum 3 to 5 years of proven experience as an Executive Assistant, Personal Assistant, or Senior Confidential Secretary, preferably within retail, FMCG, hospitality, or a fast-paced corporate group.
• Language Proficiency: Excellent written and spoken English and Bahasa Malaysia. Fluency in Mandarin or local dialects is an added advantage for liaising with key suppliers and regional business associates.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital workplace tools (Google Workspace, Zoom, Teams, ERP/workflow tools).

Core Competencies

• Discretion & Integrity: High degree of professionalism and trustworthiness in managing proprietary business information.
• Commercial Retail Sense: Ability to understand retail workflows, merchandising cycles, and retail store operational urgency.
• Proactive Multitasking: Capable of prioritizing competing demands under tight deadlines with minimal supervision.
• Stakeholder Management: Confident interpersonal presence to liaise effectively with landlords, FMCG principals, regulatory bodies, and internal management.