Executive Assistant

Private Advertiser; Petaling Jaya; On-site; MYR 80,000 - 100,000; Full time

Job summary

A corporate organization in Selangor, Petaling Jaya, is seeking an experienced Executive Assistant to provide high-level support to the Group CEO. This role includes managing complex calendars, overseeing document governance, and facilitating communication between the CEO and management teams. The ideal candidate should possess a degree in Business Administration and at least 8 years of experience supporting senior executives in a corporate environment. Strong organizational and communication skills are essential for success in this role.

Qualifications

• At least 8 years of experience supporting senior executives in a corporate environment.
• Ability to manage complex schedules and competing priorities.
• Highly confidential and sensitive matters must be handled with discretion.

Responsibilities

• Provide executive support to the Group CEO, including calendar management and travel coordination.
• Act as a strategic gatekeeper and thought partner to the Group CEO.
• Prepare and manage documents, presentations, and meeting agendas.
• Oversee administrative operations and improve executive support processes.

Skills

Highly organised

Strong attention to detail

Proactive and resourceful

Professional communication

Process and systems mindset

Education

Degree in Business Administration or related discipline

Job description

Responsibilities

Provide high-level, trusted executive support to the Group CEO, including complex calendar management, task prioritisation, contract screening, travel coordination, document management, and day-to-day executive administration.

Act as a strategic gatekeeper and thought partner to the Group CEO by triaging requests, managing information flow, and ensuring focus is placed on high-priority and high-impact matters.

Track, monitor, and proactively follow up on key actions, decisions, and commitments arising from Group CEO meetings, Board discussions, and senior leadership engagements.

Prepare, consolidate, and refine presentations, briefing notes, and management materials for Board meetings, investor engagements, and senior leadership forums.

Coordinate and support senior‑level and Board meetings, including agenda management, paper collation, minutes or action tracking, and close collaboration with other Executive Assistants, Coordinators, and leadership teams across the Group.

Maintain robust document governance across the Group, including structured filing, version control, contract tracking, signature coordination, and proper archiving of corporate and Board documents.

Serve as a key coordination point between the Group CEO and subsidiary management teams, facilitating clear communication, follow‑ups, and alignment across entities.

Oversee Group office and administrative operations to ensure a professional and well‑run environment, including office facilities, seating and renovations, tenancy matters, courier services, subscriptions, and coordination with Group Human Capital and Group IT on onboarding and office‑related needs.

Support Group‑wide events, leadership meetings, and selected employee engagements, including logistics and hospitality arrangements where required.

Continuously improve executive support and administrative processes to enhance efficiency, clarity, and responsiveness at Group level.

Handle highly confidential and sensitive matters with the highest level of discretion, integrity, and sound judgment.

Skills & Qualifications

• Degree in Business Administration or a related discipline.
• At least 8 years of experience supporting senior executives (C‑suite, Board, or Group leadership) in a corporate environment.
• Highly organised, with strong attention to detail and the ability to manage complex schedules, competing priorities, and confidential information.
• Confident and professional communicator, able to engage effectively with Board members, senior leaders, external partners, and internal stakeholders.
• Proactive, resourceful, and solutions‑oriented, with the ability to anticipate needs and act independently.
• Strong process and systems mindset, with the ability to create structure and improve how executive and administrative workn