Executive Assistant

Private Advertiser; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A retail group of companies in Kuala Lumpur seeks an Executive Assistant (EA) to provide comprehensive support to the CEO. This role emphasizes strategic management of the CEO's calendar, preparation of executive materials, and effective communication across departments. The ideal candidate has significant experience supporting senior leadership, possesses strong organizational and communication skills, and excels in a high-pressure environment. This position is crucial for enabling the CEO to focus on strategic operations and growth initiatives.

Qualifications

• 5-10 years of experience as an Executive Assistant or similar role supporting senior leadership.
• Exceptional organizational, communication, and time-management skills.
• Strong business acumen with the ability to understand strategy and organizational dynamics.

Responsibilities

• Manage the CEO’s calendar with a strategic lens.
• Prepare briefing notes, reports, decks, and summaries for meetings.
• Coordinate closely with Heads of Department to ensure alignment.

Skills

Executive support

Business acumen

Organizational skills

Communication skills

Proficiency in Microsoft Office

Tools

Microsoft Office

Google Workspace

Job description

A retail group of companies is seeking an Executive Assistant (EA) to the CEO acts as a trusted right hand, enabling the CEO to focus on strategy, growth, and leadership. This role goes beyond administrative support and requires high judgment, discretion, and business acumen. The EA manages priorities, information flow, and cross-functional coordination while serving as a gatekeeper and proxy for the CEO when appropriate.

Key Responsibilities

1. Executive & Priority Management

Manage the CEO’s calendar with a strategic lens, ensuring time is allocated to high-impact priorities

Screen, prioritize, and prepare information, requests, and meetings before they reach the CEO

Anticipate scheduling conflicts, deadlines, and potential risks

2. Business & Leadership Support

Prepare briefing notes, reports, decks, and summaries for executive and board meetings

Attend selected senior management meetings to capture decisions, action items, and follow-ups

Track execution of key initiatives, KPIs, and deadlines across departments

Coordinate closely with Heads of Department to ensure alignment and accountability

Act as the primary point of contact between the CEO and internal/external stakeholders

Handle sensitive and confidential matters with discretion and professionalism

Represent the CEO’s intent clearly and accurately when delegating or following up

4. Strategic Coordination

Support strategic projects such as expansion, partnerships, new brand initiatives, or organizational planning

Maintain structured dashboards or trackers for major initiatives and CEO-level priorities

Ensure timely preparation and circulation of agendas, materials, and post-meeting actions

Oversee travel planning, meeting logistics, and executive documentation

Maintain organized digital and physical filing systems

Support ad-hoc tasks as required to ensure smooth executive operations

Key Requirements

Experience & Skills

5–10 years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership

Strong business acumen with the ability to understand strategy, numbers, and organizational dynamics

Exceptional organizational, communication, and time-management skills

High proficiency in Microsoft Office / Google Workspace and presentation tools

Ability to work independently with minimal supervision

Experience is ISO 9001 an advantage

Personal Attributes

High integrity, discretion, and emotional intelligence

Proactive, anticipatory mindset with strong problem-solving ability

Calm under pressure and able to manage multiple priorities

Confident communicator with senior stakeholders

Detail-oriented while maintaining a big-picture perspective

Reporting & Authority

Reports directly to the CEO / Managing Director

Works closely with the senior leadership team

Authorized to coordinate and follow up with Heads of Department on behalf of the CEO

Unlock job insights

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Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an executive assistant?
• Which of the following Microsoft Office products are you experienced with?
• Do you have secretarial experience?
• Which of the following languages are you fluent in?
• How would you rate your English language skills?

What can I earn as an Executive Assistant