Executive Assistant

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A retail group of companies in Kuala Lumpur is looking for an Executive Assistant (EA) to the CEO. This role oversees the CEO's calendar, manages communication with stakeholders, and prepares strategic documents for board meetings. Ideal candidates should have 5–10 years of relevant experience, strong business acumen, and exceptional organizational skills. This position requires discretion and the ability to handle sensitive information while supporting the CEO's strategic initiatives.

Qualifications

• 5–10 years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership.
• Exceptional organizational, communication, and time-management skills.
• High proficiency in Microsoft Office and presentation tools.

Responsibilities

• Manage the CEO’s calendar strategically, ensuring high-impact priorities are addressed.
• Prepare briefing notes, reports, and summaries for meetings.
• Act as the primary point of contact between the CEO and stakeholders.

Skills

Business acumen

Organizational skills

Communication skills

Time management

Problem-solving ability

Tools

Microsoft Office

Google Workspace

Presentation tools

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.

Role Summary

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 & Priorityh3>

• 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

3. Communication & Gatekeeping

• 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

5. Administrative Excellence

• 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