Executive Assistant to CEO

myFirst is a high growth Tech Startup, focusing on Kids Tech development. This position is the Executive Assistant to CEO.

Location: Malaysia office + Travelling in different offices like US, China, Singapore, Japan

Reporting to: Chief Executive Officer (CEO)

Job Responsibilities

1. Schedule Management & Business Coordination

• Manage the CEO’s daily schedule, including meetings, travel, and events, ensuring efficient time management.
• Coordinate and arrange both internal and external meetings, prepare relevant materials, and ensure follow-ups.
• Organize personal and business travel, including flight bookings, hotel reservations, and transportation, ensuring smooth arrangements.

2. Meeting Documentation & Follow-Up Execution

• Attend key company meetings, take meeting minutes, and organize meeting summaries.
• Follow up on meeting resolutions, coordinate with different departments to ensure timely execution of action items.
• Monitor key project progress, compile pending decisions, and provide regular updates to the CEO.

3. Product Development & Management Support

• Assist the product team in managing development schedules, ensuring timely execution of projects while providing administrative support.
• Maintain close communication with the R&D team, collecting development updates and summarizing key insights into visual reports for the CEO.
• Track new product development and market feedback, gather user insights, and assist in formulating optimization strategies.
• Compile and categorize product requirements, coordinating with the product, engineering, and marketing teams to facilitate CEO decision-making.
• Monitor product key performance indicators (KPIs), analyze data, and provide strategic recommendations for product improvements.

4. Data Analysis & Business Support

• Collect and analyze business data across departments, compile key insights, and provide decision-making support to the CEO.
• Conduct industry research, track competitor activities, and provide market analysis reports.
• Assist in strategic planning, monitor execution, and suggest optimization strategies.

5. Recruitment & Administrative Support

• Support recruitment for senior-level positions, including interview scheduling and preparing interview questions.
• Handle various administrative tasks such as document organization, expense claims, and contract management to ensure efficient workflow.
• Maintain communication with customers, investors, and partners, assisting the CEO in managing key relationships.

6. Social Media & Personal Branding Management

• Plan, manage, and operate the CEO’s social media accounts to enhance brand influence.
• Record, edit, and produce daily video content for the CEO, strategizing and executing branding campaigns.
• Maintain the public image of both the company and the CEO, drafting public statements and speeches when needed.

7. Other Responsibilities

• Assist with the CEO’s personal matters to ensure a balanced work-life schedule.
• Oversee all travel arrangements, ensuring efficient itinerary planning and timely updates.
• Handle other important tasks assigned by the CEO, ensuring high-quality execution.

Requirements

• Education: Bachelor’s degree or above in Business Administration, Marketing, Finance, Computer Science, Engineering, Product Management, or a related field.
• Experience: At least 3 years of experience in executive assistance, product management, administrative management, market analysis, or business operations. Experience in startups or tech companies is a plus.
• Able to travel overseas like US, China, Japan, Germany, Singapore and others for business meeting and strategy meetings

Skills:

• Excellent time management and execution skills, capable of handling multiple tasks and meeting deadlines.
• Strong data analysis ability, able to extract key insights from data and provide strategic recommendations.
• Familiarity with product development processes, able to assist in project timeline management and effectively communicate with R&D teams.
• Excellent communication and coordination skills, able to interact efficiently with various teams and external stakeholders.
• Fluent in English and Mandarin (must be able to conduct business communications in both languages, with strong written and verbal skills).
• Proficiency in office software (Excel, PowerPoint, Keynote, Notion, etc.) and product management tools (JIRA, etc.).
• Strong business acumen, capable of tracking industry trends and anticipating potential challenges and opportunities.

Personal Attributes:

• Highly responsible and professional, able to handle confidential information and safeguard company interests.
• Ability to work under pressure and adapt quickly, thriving in a fast-paced work environment.
• Strong willingness to learn, open to new challenges, and capable of handling diverse responsibilities.
• High EQ, to communicate with various managers

Job Types: Full-time, Permanent

Pay: RM6,500.00 - RM12,000.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Schedule:

• Day shift
• Monday to Friday

Language:

• Mandarin (Required)
• English (Required)

License/Certification:

• Driving License (Required)

Willingness to travel:

• 50% (Preferred)

Work Location: In person