Executive Assistant

Beicip Technology Solutions; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A technology solutions firm in Kuala Lumpur is seeking an Executive Assistant to support the CEO with operational and administrative tasks. The role demands excellent organizational skills, a keen ability to handle sensitive information, and proficiency with Microsoft Office. Responsibilities include managing schedules, preparing meeting materials, and coordinating travel. Ideal candidates should have a degree in Business Administration and 2-3 years of experience in a similar position, with strong communication skills in English and Bahasa Malaysia.

Qualifications

• Minimum 2–3 years of experience supporting senior management or C-level executives.
• Excellent written and verbal communication skills in English and Bahasa Malaysia.
• Strong attention to detail and multiple priorities management.

Responsibilities

• Manage the VP's daily schedule, meetings, and commitments.
• Prepare agendas and documents for meetings, and coordinate travel arrangements.
• Handle sensitive information with utmost confidentiality.

Skills

Organizational skills

Communication skills

Discretion

Interpersonal skills

Proficiency in Microsoft Office

Education

Degree in Business Administration or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

The Executive Assistant (EA) to the Chief Executive Officer provides high-level operational and administrative support to ensure the VP’s office runs efficiently and professionally. This role requires exceptional organisation, strong communication skills, and the ability to manage sensitive information with discretion. The EA works closely with internal and external stakeholders, coordinates strategic activities, and supports the VP in day-to-day operations, meetings, projects, and company-wide initiatives.

Key Responsibilities

Calendar & Schedule Management

Manage the VP's daily schedule, meetings, appointments, and commitments.

Prioritise and coordinate conflicting engagements to optimise the CEO’s time.

Anticipate potential scheduling issues and proactively resolve them.

Serve as the primary point of contact for internal and external stakeholders.

Screen, prioritise, and respond to emails, calls, and messages on behalf of the CEO when required.

Draft, edit, and prepare letters, reports, memos, presentations, and other communication materials.

Meeting Coordination & Support

Prepare agendas, briefing notes, slide decks, and relevant documents for meetings.

Coordinate meeting logistics (venue, catering, technology setup, attendee confirmation).

Attend meetings with the VP, take accurate minutes (MOM), and track follow-up actions.

Travel Arrangements

Plan, coordinate, and manage all travel arrangements in line with the VP's schedule and preferences.

Prepare complete travel packs including itineraries, logistics notes, briefing kits, and required documentation.

Confidentiality & Discretion

Handle sensitive information with absolute confidentiality, integrity, and professionalism.

Ensure secure management of confidential files, documents, and communication.

Project Coordination & Support

Support and coordinate special projects, research tasks, and VP-led initiatives.

Compile information, conduct research, and prepare summaries or reports as needed.

Track project timelines, milestones, and deliverables to ensure timely completion.

Office Management & Administrative Support

Manage VP office administration including expenses, claims, invoicing, and documentation.

Liaise with various departments to streamline communication and ensure smooth operations.

Maintain efficient filing systems, document control, and office organisation.

Other Assigned Tasks

Participate in committees, task forces, and cross-functional groups as assigned.

Support QHSE and other company-wide activities involving the VP's office.

Carry out any additional duties assigned by Management to support overall organizational effectiveness.

Key Performance Indicators (KPI)

Ensure 100% accuracy and timeliness in managing the VP's calendar and travel schedule.

Acknowledge and respond to VP-related communication within 24 hours.

Prepare meeting materials at least two days before scheduled meetings.

Deliver comprehensive travel packs at least 48 hours before departure.

Maintain strict confidentiality with zero breaches of sensitive information.

Ensure timely follow-up and closure of action items from VP meetings.

Submit expense claims, invoices, and administrative requests within required timelines.

Maintain 100% organised and up-to-date filing/documentation for the VP's office.

Provide timely updates on project milestones and deliverables.

Achieve >90% positive internal feedback on efficiency, responsiveness, and professionalism.

Qualifications

Degree or diploma in Business Administration, Management, Communication, or a related field.

Minimum 2–3 years of experience supporting senior management or C-level executives.

Excellent written and verbal communication skills in English and Bahasa Malaysia.

Highly organised, detail-oriented, and able to manage multiple priorities.

Strong discretion, professionalism, and ability to handle confidential information.

Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document preparation.

Strong interpersonal skills with the ability to engage with senior stakeholders.

Proactive, disciplined, and able to work independently in a fast-paced environment.

What can I earn as an Executive Assistant