Executive Assistant

JOB SCOPE:

1. Calendar and Schedule Management

• Manage and prioritize the executive’s calendar, scheduling meetings and appointments.
• Coordinate schedules across time zones and stakeholders, avoiding conflicts.
• Provide timely updates and reminders.

2. Communication Management

• Serve as primary contact for internal and external communications.
• Screen, prioritize, and respond to emails, calls, and correspondence.
• Draft and edit business communications as needed.

3. Meeting and Event Coordination

• Organize meetings, prepare agendas, presentations, and reports.
• Take meeting minutes and follow up on action items.
• Coordinate company events and executive conferences.

4. Travel Arrangements

• Plan and book domestic and international travel, including flights and accommodations.
• Prepare travel schedules and manage expense reports.

5. Confidential Document Management

• Draft, organize, and securely handle confidential documents and agreements.
• Ensure proper storage and discretion.

6. Project Coordination

• Assist with tracking progress and deadlines on strategic projects.
• Conduct research and prepare reports to support decision-making.

7. Administrative Support

• Manage office systems, filing, and supplies.
• Prepare presentations and proposals.
• Allocate tasks to teams as needed.

8. Relationship Management

• Build strong relationships with internal and external stakeholders.
• Represent the executive in key interactions and address concerns.

9. Strategic Support

• Anticipate needs, prepare for meetings, and prioritize tasks.
• Provide input on improving administrative processes.

QUALIFICATION:

1. Education

• Bachelor’s degree in Business Administration, Office Management, Communications, Secretary or a related field.

2. Experience

• Minimum 3 years of experience in a similar role, supporting C-level executives. Experience in corporate or fast-paced environments preferred.

3. Skills

• Exceptional organizational and multitasking skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools.
• Strong problem-solving, critical-thinking, and decision-making abilities.

4. Personal Attributes

• High degree of professionalism, discretion, and confidentiality.
• Proactive, resourceful, and able to anticipate the executive’s needs.
• Strong interpersonal skills and ability to work effectively with people at all levels.

5. Languages

• Proficiency in English (written and spoken); additional language skills are advantageous.

Job Type: Contract
Contract length: 12 months

Pay: RM3,000.00 - RM4,000.00 per month

Schedule:

• Monday to Friday

Supplemental Pay:

• Yearly bonus

Education:

• Bachelor's (Preferred)

Experience:

• Executive Assistant: 3 years (Required)

Expected Start Date: 03/01/2025