Executive Assistant

TAIKO CONSULTANTS SDN. BHD.; Ipoh; On-site; MYR 120,000 - 180,000; Full time

Job summary

TAIKO CONSULTANTS SDN. BHD. is seeking an experienced Executive Assistant to support the Group Chairman with calendar management, travel logistics, and stakeholder coordination across multiple locations.

The role demands discretion, strong communication skills in English and Japanese, and the ability to manage confidential information in a fast-paced setting. The successful candidate will coordinate meetings, prepare materials, and handle complex scheduling with minimal supervision.

Qualifications

• Bachelor’s degree or equivalent in a related discipline.
• Minimum 5 years of relevant experience supporting C-suite executives.
• Excellent command of English; proficiency in Japanese required.

Responsibilities

• Manage the Group Chairman’s calendar, appointments and meetings; prepare briefs and materials.
• Coordinate with CEOs, directors and senior management; liaise with partners and institutions.
• Arrange domestic and international travel; manage itineraries and visas.
• Organise board and management meetings, events and VIP engagements.
• Handle confidential information with discretion and maintain records.
• Provide administrative and personal support; travel as required; anticipate needs.
• Assist with special projects and ad hoc initiatives for the Group Chairman.

Skills

Executive support

Calendar management

Stakeholder coordination

Time management

Multitasking

Verbal communication

Written communication

Independence

Interpersonal skills

Problem solving

Education

Bachelor’s degree in Business Administration/Management/Communications or related

Tools

Microsoft Office

Job description

Job Responsibilities

1. Executive Support

Manage the Group Chairman’s daily calendar, appointments, meetings and commitments.

Coordinate and prioritise a demanding schedule involving multiple businesses, locations and time zones.

Prepare meeting agendas, briefing notes, presentations, correspondence and other materials as required.

Ensure the Group Chairman is well prepared for meetings, presentations, business discussions and key engagements.

Follow up on matters arising from meetings and ensure timely completion of action items.

Act as a key point of contact between the Group Chairman and relevant internal and external parties.

2. Business & Stakeholder Coordination

Liaise closely with CEOs, directors, senior management and key personnel across the Group.

Coordinate communications with business partners, investors, advisers, financial institutions, government representatives and other stakeholders.

Facilitate communication and follow-up across the Group to ensure matters requiring the Group Chairman’s attention are properly addressed.

Maintain an effective network of contacts and ensure timely and professional communication on behalf of the Group Chairman.

Assist in coordinating business meetings, corporate events, site visits and other strategic engagements.

3. International Travel & Logistics

Arrange and manage domestic and international travel, including flights, accommodation, transportation, visas and itineraries.

Prepare detailed travel schedules and ensure smooth coordination of meetings and engagements during overseas trips.

Coordinate travel arrangements for accompanying executives, family members or other relevant parties when required.

Remain flexible to accommodate changes in schedule and travel plans at short notice.

4. Meeting & Event Management

Organise and coordinate board meetings, management meetings, business discussions, corporate functions and private engagements.

Prepare meeting rooms, documents, presentations and other necessary materials.

Coordinate with relevant parties before and after meetings to ensure proper follow-through.

Assist in the planning and execution of corporate and VIP events.

5. Confidentiality & Information Management

Handle highly confidential business, financial, corporate and personal information with absolute discretion.

Maintain proper records, filing systems and documentation relating to the Group Chairman’s office.

Exercise sound judgement when dealing with sensitive information and high-profile individuals.

Ensure confidential documents and communications are appropriately managed and protected.

6. Administrative & Personal Support

Manage correspondence, calls, invitations and other communications on behalf of the Group Chairman.

Assist with selected personal and private administrative matters as required.

Coordinate personal appointments, engagements and arrangements where necessary.

Anticipate the Group Chairman’s requirements and proactively resolve administrative and logistical matters.

7. Special Projects

Assist the Group Chairman with special assignments, strategic initiatives and ad hoc projects.

Conduct research and gather information to support the Group Chairman in business discussions and decision-making.

Prepare summaries, reports and presentations when required.

Undertake other responsibilities as assigned by the Group Chairman.

Job Requirements

Candidate must possess at least a Bachelor’s degree or equivalent qualification in Business Administration, Management, Communications or a related discipline.

Minimum 5 years of relevant experience, preferably supporting a Group Chairman, CEO, Managing Director, C-suite executive or high-net-worth business principal.

Experience in a diversified business group, multinational organisation or fast-paced corporate environment will be an advantage.

Excellent command of written and spoken English; proficiency in Japanese Language is required. Any other languages will be an advantage.

Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.

Excellent organisational, time-management and multitasking skills.

Strong written and verbal communication skills.

Mature, polished and professional personality with excellent interpersonal skills.

Able to work independently, exercise sound judgement and handle matters with minimal supervision.

Highly resourceful, proactive and solutions-oriented.

Willing to work outside normal office hours and travel domestically or internationally when required.

Possess a valid passport and be prepared for frequent business travel.

Position is to be based in Ipoh, Perak.

For more information on our Group of Companies, please visit us at www.taikogroup.net

All applications will be treated with strict confidentiality. Only short-listed candidates will

be notified.

30250 Ipoh, Perak, Malaysia.

The Taiko Group is one of Malaysia's most dynamic and versatile privately held business groups. The Group's headquarters is based in Ipoh, Perak, Malaysia with operations spread throughout Asia and Europe. The Taiko name is synonymous with dynamic and sustainable growth, sound financial fundamentals, professional management and a strong commitment to quality and excellence.