POSITION SUMMARY
The Executive Assistant is a trusted right-hand role that sits at the intersection of strategy, operations, and community in a dynamic coworking environment. Beyond managing the founders day-to-day rhythm, you will help align the management team around shared priorities, drive cross-functional initiatives forward, surface operational insights from the ground up, and make sure every meeting, stakeholder touchpoint, and project moves with clarity and momentum.
We're looking for someone resourceful, sharp, and proactive — a connector who can hold the bigger picture while sweating the details, who thrives in a fast-moving environment, and who can be the calm, organizing force behind a growing company.
JOB RESPONSIBILITIES
1. Executive support:
- Manage the founders calendars and daily rhythm, ensuring their time is spent on the highest-value priorities
- Coordinate meetings, appointments, and follow-ups across internal and external parties
- Plan and manage travel arrangements and itineraries — flights, accommodation, ground transport, and on-trip logistics
- Handle personal errands and confidential matters with discretion, diligence, and care
- Prepare briefing notes, agendas, and materials ahead of key meetings
- Organise and support management meetings end-to-end — from agenda-setting to minute-taking and action tracking
- Help the founders surface and align priorities across Heads of Department, ensuring the management team is rowing in the same direction
- Track decisions made in meetings and follow through with the relevant owners until execution
- Maintain a clear log of strategic priorities and key initiatives so nothing falls through the cracks
2. Cross-functional initiative tracking & project coordination:
- Support the founders in driving initiatives across departments — from business growth projects to operational improvements and new launches
- Track the status, blockers, and progress of key initiatives; nudge owners, escalate where needed, and report back to the founders with a clear picture
- Coordinate end-to-end logistics for special projects: research, scheduling, vendor liaison, travel, reservations, and follow-up actions
- Liaise with internal teams and external partners to keep projects on track
3. Operational feedback & stakeholder management:
- Be present on the ground at our coworking sites — observe, listen, and gather honest feedback from staff, members, and partners
- Channel operational insights and emerging issues back to the founders with context and suggested actions
- Build and maintain strong working relationships with key stakeholders: members, partners, vendors, and community collaborators
- Represent the founders professionally in correspondence and on-site interactions when required
4. Community & company initiatives:
- Support business networking events, member engagement activities, and community-building initiatives
- Pitch in on community programming when needed and help amplify the company's culture across sites
5. Administration & cross-functional support:
- Maintain databases, filing systems, and key documentation in good order
- Support the HR and Finance teams on ad hoc matters when required
- Handle general office duties and additional assignments as directed by management
JOB REQUIREMENTS
- Minimum STPM, Diploma, or equivalent
- 2+ years of experience in an EA, PA, project coordination, or operations role preferred; strong fresh graduates with the right attitude will be considered
- Proficient in Google Workspace and Microsoft Office (Word, Excel, PowerPoint)
- Strong interpersonal, written, and verbal communication skills-comfortable engaging with senior stakeholders and front-line staff alike
- Highly organised, detail-oriented, and able to juggle multiple priorities calmly under pressure
- Proactive, resourceful, and self-motivated — takes initiative rather than waits for instructions
- Exercises sound judgment, discretion, and confidentiality at all times
- Adaptable to changing priorities in a fast-moving environment
- Possess own transport and a valid driving licence; willing to travel within the Klang Valley for on-site presence
