Assistant PA

Jobstreet Malaysia; Ipoh; On-site; MYR 50,000 - 80,000; Full time

Job summary

Jobstreet Malaysia is seeking an experienced Executive Assistant to support the CEO and senior management in Ipoh. You will manage complex calendars, coordinate meetings and travel, and ensure timely execution of cross-functional priorities.

The role requires a Bachelor’s degree and 3–5 years in executive support, with a track record in fast-paced corporate environments. You will maintain confidentiality, handle sensitive matters, and act as a primary point of contact for internal and external

Qualifications

• Bachelor's Degree in Business Administration, Management, or related discipline
• 3-5 years of experience in executive support / personal assistant role
• Experience supporting senior management or multiple stakeholders is an advantage
• Experience in a public listed company or fast-paced corporate environment preferred

Responsibilities

• Support coordination for the CEO and assigned senior management (e.g. CHRO, CBDO)
• Manage and align conflicting schedules, priorities, and instructions across multiple stakeholders
• Act as a central communication point to ensure clarity, alignment, and timely execution
• Manage complex calendars, including scheduling, prioritisation, and last-minute adjustments
• Coordinate meetings, including agenda preparation, documentation, and logistics
• Arrange business and personal travel (flights, accommodation, visas, itineraries)
• Assist in prioritising incoming requests based on urgency and business impact
• Track and follow up on action items to ensure timely completion
• Provide regular updates on progress, outstanding matters, and deadlines
• Ensure no critical task is missed or delayed
• Maintain structured filing systems, records, and databases
• Prepare professional correspondence, reports, presentations, and briefing materials
• Ensure accuracy, confidentiality, and proper documentation standards
• Attend meetings where required and record clear, actionable minutes
• Track post-meeting deliverables and follow through with relevant stakeholders
• Ensure closure of action items with proper reporting back to the CEO Office
• Assist in handling personal matters of senior management, including private scheduling and arrangements
• Maintain strict confidentiality, discretion, and professionalism at all times
• Act as a first point of contact for internal and external communications
• Screen, prioritise, and manage information flow to minimise leadership time
• Handle sensitive matters with professionalism and sound judgment
• Support coordination across multiple entities within the Group
• Track inter-company matters, approvals, and key business initiatives
• Provide support on urgent, time-sensitive, high-impact tasks
• Adapt quickly to shifting priorities in a dynamic business environment
• Take initiative to resolve issues and ensure continuity of operations

Job description

1. Executive & Multi-Stakeholder Coordination

• Support coordination for the CEO and assigned senior management (e.g. CHRO, CBDO)
• Manage and align conflicting schedules, priorities, and instructions across multiple stakeholders
• Act as a central communication point to ensure clarity, alignment, and timely execution

2. Calendar, Meeting & Travel Management

• Manage complex calendars, including scheduling, prioritisation, and last-minute adjustments
• Coordinate meetings, including agenda preparation, documentation, and logistics
• Arrange business and personal travel (flights, accommodation, visas, itineraries)

3. Task Prioritisation & Execution Tracking

• Assist in prioritising incoming requests based on urgency and business impact
• Track and follow up on action items to ensure timely completion
• Provide regular updates on progress, outstanding matters, and deadlines
• Ensure no critical task is missed or delayed

4. Documentation & Office Management

• Maintain structured filing systems, records, and databases
• Prepare professional correspondence, reports, presentations, and briefing materials
• Ensure accuracy, confidentiality, and proper documentation standards

5. Meeting Management & Follow-Up Control

• Attend meetings where required and record clear, actionable minutes
• Track post-meeting deliverables and follow through with relevant stakeholders
• Ensure closure of action items with proper reporting back to the CEO Office

6. Personal & Confidential Matters

• Assist in handling personal matters of senior management, including private scheduling and arrangements
• Maintain strict confidentiality, discretion, and professionalism at all time
• Act as a first point of contact for internal and external communications
• Screen, prioritise, and manage information flow to minimise leadership time
• Handle sensitive matters with professionalism and sound judgment

8. Cross-Entity Coordination

• Support coordination across multiple entities within the Group
• Track inter-company matters, approvals, and key business initiatives

9. Ad-hoc & High-Priority Assignments

• Provide support on urgent, time-sensitive, and high-impact tasks
• Adapt quickly to shifting priorities in a dynamic business environment
• Take initiative to resolve issues and ensure continuity of operations

Minimum Qualifications & Experience

• Bachelor's Degree in Business Administration, Management, or related discipline
• 3-5 years of experience in executive support / personal assistant role
• Experience supporting senior management or multiple stakeholders is an advantage
• Experience in a public listed company or fast-paced corporate environment preferred

Core Competencies

• Strong organisational and time management skills
• Ability to multitask and manage competing priorities effectively
• High level of professionalism, discretion, and integrity
• Strong communication and interpersonal skills
• Proactive, resourceful, and detail-oriented
• Ability to work under pressure and meet tight deadlines
• Strong sense of accountability and ownership