CEO Office Manager

ELITE BEAUTY ASIA (MALAYSIA) SDN. BHD; Kuala Lumpur; On-site; MYR 75,000 - 100,000; Full time

Job summary

A leading corporate firm in Malaysia is seeking an Executive Liaison to serve as the primary point of contact between the CEO and stakeholders. Responsibilities include managing executive support tasks, project coordination, and organizing meetings. The ideal candidate will have a relevant Bachelor's degree and 5–10 years of experience in a dynamic corporate environment, and must be proficient in Mandarin to support Chinese-speaking associates.

Qualifications

• 5–10 years of experience in executive support, office management, or project coordination.
• Experience in a fast-paced corporate environment preferred.
• Able to travel as required.

Responsibilities

• Act as the central liaison between CEO and key stakeholders.
• Monitor and manage cross-functional projects.
• Organise leadership team meetings and events.
• Supervise assistants or administrative staff.
• Assist in recruiting and onboarding key leadership roles.

Skills

Organisational skills

Time management

Multitasking

Communication skills

Professionalism

Discretion

Proficiency in Microsoft Office Suite

Collaboration tools (Teams, Zoom)

Project management software

Mandarin speaking

Education

Bachelor’s degree in Business Administration or Management

Job description

Executive Liaison

• Act as the central liaison between the CEO, senior leadership, board members, and key stakeholders.
• Ensure action items from leadership or board meetings are tracked and completed on time.
• Coordinate follow-ups on key initiatives and strategic projects.

2. Project & Workflow Management

• Monitor and manage cross-functional projects assigned by the CEO.
• Establish timelines, track progress, and elevate issues when necessary.
• Prepare periodic updates and dashboards to keep the CEO informed.

3. Meeting & Event Support

• Organise leadership team meetings, events, and external engagements.
• Draft agendas, record minutes, and circulate key decisions and action items.
• Oversee logistics such as venue booking, technology setup, and travel coordination.

4. People & Culture

• Supervise or guide assistants or administrative staff supporting the CEO’s office.
• Assist CEO to recruit, interview and onboard key leadership roles, with the support from HR team.
• Conduct talks and 1‑on‑1 sessions with targeted employees on behalf of CEO.
• Assist in tracking key staff performance and KPIs with the support of HR team.
• Foster a collaborative and professional work environment.
• Uphold confidentiality and maintain a high level of discretion at all times.
• Manage the CEO office budget, expense claims, and vendor relationships.
• Coordinate admin teams in various countries to review contracts or agreements relevant to CEO office.

Requirements

• Bachelor’s degree in Business Administration, Management, or related field.
• 5–10 years of experience in executive support, office management, or project coordination; experience in a fast‑paced corporate environment preferred.
• Exceptional organisational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Proficiency in Microsoft Office Suite, collaboration tools (Teams, Zoom), and project management software.
• Able to speak Mandarin to support Chinese‑speaking associates.
• Able to travel as required.