Executive Assistant

Acestar Sdn Bhd; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Acestar Sdn Bhd is seeking an experienced Executive Assistant to support the business leader across Malaysia and Southeast Asia. The role requires coordinating executive priorities, managing operations, and liaising with the Board, senior management, and external stakeholders.

The successful candidate will organise communications, oversee special projects, and contribute to growth initiatives while maintaining discretion and strong time management in a fast-paced environment.

Qualifications

• Experience providing executive-level support and handling confidential matters.
• Strong organisational skills and ability to manage multiple priorities.
• Excellent written and verbal communication, with proactive collaboration.

Responsibilities

• Provide administrative support including drafting emails, memos, and communications.
• Maintain accurate records, files and documentation.
• Handle sensitive information with discretion.
• Organise meetings: scheduling, reminders, materials, catering when needed.
• Answer calls politely, screen messages, gather information.
• Welcome visitors and executive guests and route them appropriately.
• Manage executive calendar and resolve scheduling conflicts.
• Prepare presentations, agendas, reports and other documents.

Skills

Discretion

Organization & Admin

Communication

Time management

Education

null

Tools

Word

Excel

PowerPoint

Job description

We are looking for an experienced Executive Assistant with a growth mindset, strong organisational skills, and the ability to take ownership in a fast-paced environment. The ideal candidate should be comfortable wearing multiple hats, taking initiative, and supporting our business leader in driving business growth across Malaysia and Southeast Asia. In this role, you will work closely with the senior management team to support strategic initiatives, manage executive priorities, coordinate business operations, and ensure smooth execution of key activities. You will also serve as a key liaison to the Board of Directors, senior management team, internal departments, and external stakeholders; organise and coordinate executive communications and outreach efforts; oversee special projects; and manage business leader planning activities to support the organisation’s growth and success.

Responsibilities

• Provide administrative assistance, including writing and editing emails, drafting memos, and preparing communications on behalf of the Executive.
• Maintain comprehensive and accurate records, files, and documentation.
• Handle sensitive and confidential matters with a high level of discretion, especially information and decisions that directly impact company operations.
• Organise meetings, including scheduling, sending reminders, preparing meeting materials, and arranging catering when necessary.
• Answer phone calls in a polite and professional manner, screen incoming calls, take accurate messages, and respond to requests by gathering and providing relevant information.
• Welcome visitors and Executive guests by greeting them professionally, understanding the purpose of their visit, and directing them to the appropriate department or person.
• Manage the Executive’s calendar, including scheduling appointments, prioritising important matters, and resolving scheduling conflicts.
• Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects, and other documents to support organisational objectives.
• Arrange travel plans, accommodations, and itineraries for executives, including preparing travel expense reports.
• Draft and prepare correspondence, internal announcements, board meeting materials, and communications related to organisations the Executive is involved with.
• Assist in preparing, managing, and updating presentations, decks, and business documents.
• Maintain responsiveness to emails, text messages, and phone calls, including communication outside normal business hours when required.
• Use discretion, confidentiality, and sound judgement when handling C-level matters and executive-level information.
• Represent the company and the Executive in a positive and professional manner.
• Support the Executive by conducting research, collecting, analysing information, and preparing materials in advance to optimise decision-making and time management.
• Demonstrate strong follow-through skills, attention to detail, and the ability to manage multiple priorities effectively.
• Complete ad hoc projects as assigned, including business initiatives, special projects, personal events, and other executive-related requirements.
• Organise complex calendars, schedules, and priorities while resolving any scheduling issues.
• Work effectively in a fast-paced environment and perform additional duties as assigned by the Executive.
• Demonstrate excellent communication, organisational, and time management skills with the ability to meet deadlines.