Executive Assistant

Fortifi Sdn Bhd; Kuala Lumpur; On-site; MYR 40,000 - 60,000; Full time

Job summary

A technology firm in Kuala Lumpur is seeking a Personal Assistant to the CEO, responsible for comprehensive support including scheduling, communications, and task coordination. The ideal candidate should have 3–5 years of experience in a similar role, excellent organizational and communication skills, and a high level of discretion. This role offers an opportunity to work closely with C-level executives in a dynamic environment, contributing to both business and personal tasks of immense importance.

Qualifications

• At least 3–5 years of experience as a Personal Assistant or Executive Assistant to a C-level executive.
• Excellent organizational, time-management, and multitasking abilities.
• Strong communication and interpersonal skills.
• High level of integrity, discretion, and trustworthiness.

Responsibilities

• Manage and maintain the CEO’s calendar, schedule, meetings, and appointments.
• Handle all forms of communication with professionalism and confidentiality.
• Support in both business and personal tasks, including travel arrangements.
• Coordinate and liaise with internal teams and external stakeholders.
• Serve as a trusted gatekeeper to the CEO’s time and access.

Skills

Organizational skills

Time-management skills

Communication skills

Interpersonal skills

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Task management tools

Job description

Position Summary

Personal Assistant to the CEO to provide comprehensive administrative, operational, and personal support.

This role requires exceptional discretion, trustworthiness, and the ability to handle both business and private matters with professionalism. As a key support to the CEO, the PA will play a crucial role in maintaining smooth daily operations and long-term planning.

Primary Requirement

• Contract Management & Transaction Coordination: Oversee contracts and coordinate cross-functional business transactions.

• Liaison with Professionals: Manage communication and follow-ups with lawyers, accountants, auditors, company secretaries, and tax consultants.

• Cross-Border Transactions: Comfortable supporting international transactions, conducting Zoom meetings, and taking notes.

• Tech & AI Tools: Open to using AI tools and exploring new technologies to help execute tasks in a timely and cost-effective manner.

Key Responsibilities

• Manage and maintain the CEO’s calendar, schedule, meetings, and appointments.

• Handle all forms of communication (emails, calls, messages) with professionalism and confidentiality.

• Support in both business and personal tasks, including travel arrangements, purchases, private appointments, and sensitive matters.

• Organize and prepare documents, reports, and presentation materials as required.

• Follow up on deadlines, pending tasks, and priorities proactively.

• Coordinate and liaise with internal teams, external stakeholders, and partners on behalf of the CEO.

• Keep confidential records and ensure sensitive information is always protected.

• Serve as a trusted gatekeeper to the CEO’s time and access.

• Assist in planning events, logistics, and long-term strategic scheduling.

Qualifications & Requirements

• At least 3–5 years of experience as a Personal Assistant or Executive Assistant to a C-level executive.
• Excellent organizational, time-management, and multitasking abilities.
• Strong communication and interpersonal skills.
• High level of integrity, discretion, and trustworthiness.
• Proficient in Microsoft Office / Google Workspace / task management tools.
• Ability to work independently in a fast-paced environment.
• Comfortable handling private, personal, and sometimes sensitive matters.
• Bachelor’s degree is preferred but not mandatory for strong candidates.

Preferred Qualities

• Loyal, dependable, and committed to long-term collaboration.
• Familiarity with startup, tech, or Web3 environments is a plus.
• Flexible, emotionally intelligent, and quick to adapt to changing priorities.

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