Executive Assistant

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 80,000 - 120,000; Full time

Job summary

A multinational asset management firm in Kuala Lumpur is seeking an Executive PA to support the CEO and manage corporate governance activities. This role requires over 8 years of experience, exceptional communication skills in English and Bahasa Malaysia, and proficiency in Microsoft Office 365. Responsibilities include calendar management, board support, and multi-departmental coordination to enhance executive efficiency. The ideal candidate will possess high emotional intelligence and the ability to work under pressure while maintaining confidentiality.

Qualifications

• Minimum of 8–10 years of experience supporting C‑Suite executives.
• Exceptional command of English and Bahasa Malaysia (both written and spoken).
• Mastery of Outlook for complex scheduling and PowerPoint for board presentations.

Responsibilities

• Own the master corporate calendar for the CEO.
• Coordinate Board of Directors and EXCO meetings.
• Provide dedicated secretarial and administrative support to the Head of Distribution and Head of HR.

Skills

Strategic coordination

Time optimization

Communication in English

Communication in Bahasa Malaysia

Emotional intelligence

Education

Bachelor’s Degree in Business Administration

Corporate Secretarial

Tools

Microsoft Office 365

Job description

The Executive PA will serve as the primary point of contact for the CEO and act as the "engine room" for the CEO’s office. This role goes beyond traditional secretarial tasks; it requires a strategic coordinator capable of synchronizing schedules across the Executive Committee (EXCO), supporting corporate governance, and ensuring the seamless execution of Sales, Marketing, and Regional initiatives.

Key Responsibilities

A. CEO Office & Strategic Schedule Management

• Company-Wide Visibility: Own the master corporate calendar. Coordinate all events and programs across the company to ensure EXCO members have full visibility and alignment.
• Time Optimization: Manage the CEO’s complex calendar, prioritizing meetings and "buffer time" to ensure maximum leadership efficiency.
• Regional Liaison: Act as the primary bridge to the Regional Head Office (RHO) and Regional Functional Heads’ PAs to align local schedules with regional mandates.

B. Board & Corporate Governance Support

• Board Secretarial Assistance: Coordinate Board of Directors and EXCO meetings, including the timely distribution of board papers, taking minutes, and tracking action items.
• Compliance & Governance: Ensure all corporate documentation is handled with the highest level of confidentiality and in accordance with Malaysia’s regulatory standards for asset management.

C. Multi-Departmental Executive Support

• Distribution & HR: Provide dedicated secretarial and administrative support to the Head of Distribution and Head of HR, assisting with report preparation, departmental scheduling, and travel arrangements.
• Internal Synergy: Ensure information flows smoothly between the CEO office and the HR/Distribution departments.
• Client Engagement: Provide end-to-end administrative and logistical support for Sales & Marketing events (e.g., investor briefings, client appreciation nights, and roadshows).
• Stakeholder Logistics: Manage venue bookings, guest lists, and on-site coordination to ensure a premium experience for high-net-worth clients and institutional partners.

Requirements & Qualifications

• Experience: Minimum of 8–10 years of experience supporting C‑Suite executives, preferably within Asset Management, Banking, or Financial Services.
• Education: Bachelor’s Degree in Business Administration, Corporate Secretarial, or a related field.
• Communication: Exceptional command of English and Bahasa Malaysia (both written and spoken).
• Technical Skills: Mastery of Microsoft Office 365 (specifically Outlook for complex scheduling and PowerPoint for board presentations).
• Soft Skills: High emotional intelligence (EQ) to navigate regional and local stakeholder relationships. The ability to remain calm under pressure while managing multiple deadlines. Strict adherence to confidentiality and professional ethics.