Executive Assistant

SNSoft Sdn Bhd; Kuala Lumpur; On-site; MYR 56,000 - 89,000; Full time

Job summary

Jora Malaysia is seeking an experienced executive assistant/project coordinator to support the CTO and technology teams across Southeast Asia. The role focuses on tracking progress, coordinating schedules, and ensuring timely follow-ups.

You will manage cross-border communications, prepare reporting materials for board and leadership, and maintain project tracking mechanisms. Diploma or above and bilingual Chinese/English are required, with 2+ years in similar roles.

Qualifications

• Diploma or higher in Business Administration or related field.
• 2+ years in EA/secretary/project coordinator roles, preferably in tech.
• Fluent in Chinese and English; bilingual working environment.
• Good business acumen and ability to understand project progress.
• Familiar with office software and collaboration tools.
• Able to work independently and drive tasks to closure.

Responsibilities

• Track progress, milestones, and delivery timelines of technology projects.
• Establish and maintain a project tracking mechanism.
• Compile weekly/monthly technology team reports for CTO decision-making.
• Prepare materials for external/upward reporting (board reports, CEO Round Table).
• Follow up on cross-department collaboration and drive to closure.
• Manage CTO's schedule, meetings, travel arrangements, and expenses.
• Organize meeting minutes and follow up on action items.
• Coordinate cross-border communication with Southeast Asia teams.
• Track public holidays and travel logistics across locations.

Skills

Proactive mindset

Ownership

Business acumen

Communication

Office software

Project tracking

Education

Diploma or higher in Business/Management/Related

Tools

MS Office

Collaboration tools

Job description

Jora Malaysia will close on 16th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Track the progress, key milestones, and delivery timelines of projects across the technology department; proactively identify delay risks and flag them in advance

Establish and maintain a project tracking mechanism

Compile the technology team's weekly/monthly reports, extracting key points to support the CTO's decision-making

Assist in preparing materials for external/upward reporting (e.g., board reports, CEO Round Table, etc.)

Follow up on cross-departmental collaboration items, proactively driving them to closure and reducing the time the CTO spends on routine follow-ups

2. Schedule & Meeting Management

Manage the CTO's schedule, prioritizing meetings based on importance/urgency and arranging itineraries accordingly

Handle travel arrangements, expense claims, and day-to-day administrative matters

Organize meeting minutes and follow up on action items, proactively chasing stakeholders to ensure timely delivery

3. Cross-Border Team Coordination

Act as the communication bridge between the CTO and internal teams/overseas offices, coordinating communication and collaboration across teams in Southeast Asia and other locations

Proactively identify potential issues and flag them early, rather than waiting passively for instructions

Track and remind teams of public holidays across different locations to avoid scheduling conflicts caused by holiday differences

Coordinate reminders and logistics related to cross-team bonding/team-building activities

4. Travel Coordination

Liaise with other executive assistants/secretaries to confirm travel itineraries, helping coordinate travel arrangements outside Malaysia

Requirements

Diploma or above, preferably in Business Administration, Business, Project Management, or a related field

2+ years of experience as an executive assistant/secretary/project coordinator, preferably with a background in technology or internet companies

Proactive attitude and strong sense of ownership — able to independently follow through on matters to closure without repeated follow-up

Basic project management awareness (e.g., milestone tracking)

Good business acumen, with the ability to understand basic technical/business terminology (no coding required, but able to understand project progress)

Fluent in both Chinese and English (the company operates in a bilingual Chinese-English environment)

Familiar with office software and collaboration tools

Nice to Have

Experience collaborating with cross-border teams (especially in Southeast Asia)

Background in technology/internet industry