Executive Assistant

JAC Recruitment; Petaling Jaya; On-site; MYR 60,000 - 80,000; Full time

Job summary

An established global retail company based in Petaling Jaya is seeking an experienced Executive Assistant to support the CEO. Responsibilities include managing the CEO's calendar, preparing documentation, and acting as a liaison with stakeholders. The ideal candidate will have a bachelor's degree and a minimum of 5 years of experience supporting C-suite executives, along with strong organizational and communication skills.

Qualifications

• A minimum of 5 years’ experience as an Executive Assistant or Personal Assistant.
• Experience in liaising with external legal counsel is a strong advantage.
• Demonstrated professionalism in managing confidential information.

Responsibilities

• Manage and maintain the CEO’s calendar and appointments.
• Prepare, review, and organize documentation for stakeholders.
• Act as liaison between the CEO and internal/external parties.
• Oversee general office administration and supplies.

Skills

Organizational skills

Communication skills

Multitasking abilities

Proficiency in Microsoft Office

Education

Bachelor's degree or equivalent professional experience

Job description

JOB OVERVIEW

COMPANY OVERVIEW

An established global omnichannel retail company is currently seeking a seasoned and highly efficient Executive Assistant at Petaling Jaya to provide dedicated support to the Chief Executive Officer (CEO). This position entails a blend of high-level executive assistance and office management duties, ensuring seamless day-to-day operations and effective communication between the CEO, internal departments, external stakeholders, and legal representatives.

JOB RESPONBILTITIES

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and coordinating travel, transportation, and accommodation arrangements.
• Handle the preparation and verification of claims and submissions, and support expense reporting processes.
• Prepare, review, and organize documentation, presentations, and reports for both internal and external stakeholders.
• Act as the primary liaison between the CEO and internal teams, business partners, and external stakeholders.
• Coordinate and provide support for board meetings, leadership team sessions, and company events, ensuring agendas, materials, and minutes are accurately prepared and distributed.
• Draft, review, and manage correspondence, reports, and proposals on behalf of the CEO.
• Liaise with internal and external legal counsel regarding relevant legal documentation, ensuring timely filing and secure storage of company contracts.
• Oversee general office administration, including management of facilities, pantry supplies, cleaning services, office equipment, stationery, water dispensers, air-conditioning servicing, and building management matters.
• Handle confidential documents and communications with utmost discretion and professionalism.
• Provide ad hoc administrative and project support as required.

JOB REQUIREMENTS

• A bachelor\'s degree or equivalent professional experience is required.
• A minimum of 5 years’ experience in an Executive Assistant or Personal Assistant role, ideally supporting C-suite executives.
• Prior experience in liaising with external legal counsel or handling legal matters is a strong advantage.
• Proficiency in Microsoft Office applications is essential.
• Excellent organizational, communication, and multitasking abilities.
• Demonstrated professionalism and discretion in managing confidential information.