Executive Assistant

Polytainer Industries Sdn Bhd; Petaling Jaya; On-site; MYR 89,000 - 134,000; Full time

Job summary

Polytainer Industries Sdn Bhd is seeking a proactive Executive Assistant to support the CEO across Group Businesses. The role protects the CEO's time, turns decisions into action, and keeps key matters moving, with priorities agreed directly with the Managing Director.

You will manage the CEO calendar, coordinate meetings and travel, draft replies, and maintain a concise action tracker. The role also covers outreach, research, document coordination and personal administration, requiring strong

Qualifications

• Preferably 3+ years of relevant experience in executive assistance, personal assistance, business support or project coordination.
• Strong written and spoken English, Chinese and Bahasa Malaysia; able to communicate professionally with senior managers, customers and suppliers.
• A relevant diploma or degree is useful; equivalent practical experience is welcome.

Responsibilities

• Manage the CEO calendar, appointments, meeting arrangements and travel; prioritise commitments and prepare adequately.
• Review delegated emails and messages; draft replies; identify urgent matters and maintain an organised follow-up list.
• Prepare meeting agendas and briefing notes; record decisions, owners and deadlines; send concise follow-ups.
• Translate instructions and conversations into a shared action tracker with owners, deadlines, statuses and next steps.
• Follow up with managers, staff, suppliers and external parties on commitments; escalate delays with practical options.
• Provide a brief weekly update covering priorities, progress and decisions needed from the CEO.

Skills

English

Chinese

Bahasa Malaysia

Education

Diploma or degree (useful)

Tools

Microsoft Office

Google Workspace

CRM

AI tools

Job description

We are looking for a proactive, organised and commercially aware Executive Assistant to support the CEO across Group Businesses. Your purpose is to protect the CEO time, turn decisions into action and keep important matters moving. The role combines executive support, business follow-through, selected outreach and personal administration, with priorities agreed directly with the MD.

Executive organisation and communication

Manage the CEO calendar, appointments, meeting arrangements and travel; prioritise commitments and allow time for preparation and important work.

Review delegated emails and messages, draft clear replies, identify urgent matters and maintain an organised follow-up list.

Prepare meeting agendas and briefing notes; record decisions, owners and deadlines, and send concise follow-ups to the relevant people.

Follow-through across the businesses

Translate instructions, conversations and voice notes into a shared action tracker with an owner, deadline, status and next step for each item.

Follow up with managers, staff, suppliers and external parties on agreed commitments. Check that actions are completed and escalates delays early with practical options.

Provide a brief weekly update covering priorities, progress, overdue items and decisions needed from the CEO. Coordinate with the managers who own delivery.

Business outreach and relationship support

Research selected customers, partners and suppliers, and identify the right decision-makers. Call general office lines confidently to reach relevant contacts.

Conduct agreed introductory outreach and follow-ups by phone, email, WhatsApp or LinkedIn using approved company information.

Record verified contact details, initial needs, discussion notes and next actions. Arrange meetings and coordinate company profiles, samples, proposals or quotations with the relevant team.

Support opportunities such as packaging buyers for Polytainer, corporate orders and partnerships for SoJuice, and potential customers for Twenty Logistics. Hand interested prospects to the CEO or relevant team; commercial commitments require the appropriate approval.

Research, documents and project coordination

Prepare concise research summaries, supplier comparisons, presentations and simple reports that highlight costs, options, key issues and recommended next steps.

Coordinate assigned milestones for projects such as machinery follow-ups, outlet openings or business expansion. Collect updates and maintain orderly records.

Use spreadsheets, task tools and approved AI tools to improve speed and organisation, checking accuracy and protecting confidential information.

Personal administration

Coordinate selected personal appointments, travel, bookings, renewals, document submissions and service providers as agreed with the CEO.

Handle personal and business information discreetly, keep records clear, and obtain approval for spending or commitments outside delegated authority.

Candidate profile

Preferably 3 or more years of relevant experience in executive assistance, personal assistance, business support or project coordination, with evidence of dependable follow-through.

Strong written and spoken English, Chinese and Bahasa Malaysia, with the confidence to communicate professionally with senior managers, customers and suppliers.

Highly organised, attentive to detail and able to prioritise across several businesses. Takes ownership, anticipates needs and raises concerns respectfully.

Comfortable making business calls, doing research, comparing quotations and working with basic business figures. Prior outreach experience is an advantage.

Proficient in Microsoft Office or Google Workspace, digital calendars and task tracking; willing to learn CRM and AI tools. Able to visit business locations and travel occasionally as required.

Discreet, resourceful and calm under pressure, with sound judgement. A relevant diploma or degree is useful; equivalent practical experience is welcome.

What success looks like

Success means the CEO spends less time chasing routine matters; meetings produce clear actions; deadlines and risks are visible early; outreach produces relevant contacts and useful meetings; and records, communication and confidential matters are handled reliably. Executive support and follow-through remain the core priorities, with outreach and personal tasks planned around agreed needs.

Manufacturing, Transport & Logistics 51-100 employees

Welcome to Polytainer Industries, the leading provider of hygienic packaging solutions in South East Asia. With our commitment to excellence and over 30 years of experience, we have built a strong reputation as the preferred choice for companies seeking high-quality and hygienic packaging solutions.

Our state-of-the-art facilities are designed to meet the highest standards of hygiene, ensuring that our products are safe and reliable for use in a wide range of applications.

We are proud to be certified with the ISO 9001:2015 Quality Management System, FSSC 22000 Food Safety System Certification and Halal, which demonstrates our dedication to keeping ahead of the market demands and trends in the industry.

At Polytainer Industries, we strongly believe that our customers always come first. We are committed to providing exceptional service and value to our clients, going above and beyond to exceed their expectations. Our team of experts is always available to answer any questions and provide guidance on the best packaging solutions for their specific needs.

We understand that finding an excellent partner is crucial for businesses to focus on growing their companies to the next level. That is why we work tirelessly to provide our customers with little to no problem in terms of packaging solutions, while delivering a high level of value and service.

We take pride in our ability to create customized solutions that meet the unique needs of each customer, and we are committed to delivering exceptional quality products and services to businesses globally.

Welcome to Polytainer Industries, the leading provider of hygienic packaging solutions in South East Asia. With our commitment to excellence and over 30 years of experience, we have built a strong reputation as the preferred choice for companies seeking high-quality and hygienic packaging solutions.

Our state-of-the-art facilities are designed to meet the highest standards of hygiene, ensuring that our products are safe and reliable for use in a wide range of applications.

We are proud to be certified with the ISO 9001:2015 Quality Management System, FSSC 22000 Food Safety System Certification and Halal, which demonstrates our dedication to keeping ahead of the market demands and trends in the industry.

At Polytainer Industries, we strongly believe that our customers always come first. We are committed to providing exceptional service and value to our clients, going above and beyond to exceed their expectations. Our team of experts is always available to answer any questions and provide guidance on the best packaging solutions for their specific needs.

We understand that finding an excellent partner is crucial for businesses to focus on growing their companies to the next level. That is why we work tirelessly to provide our customers with little to no problem in terms of packaging solutions, while delivering a high level of value and service.

We take pride in our ability to create customized solutions that meet the unique needs of each customer, and we are committed to delivering exceptional quality products and services to businesses globally.

Welcome to Polytainer Industries, the leading provider of hygienic packaging solutions in South East Asia. With our commitment to excellence and over 30 years of experience, we have built a strong reputation as the preferred choice for companies seeking high-quality and hygienic packaging solutions.

Our state-of-the-art facilities are designed to meet the highest standards of hygiene, ensuring that our products are safe and reliable for use in a wide range of applications.

We are proud to be certified with the ISO 9001:2015 Quality Management System, FSSC 22000 Food Safety System Certification and Halal, which demonstrates our dedication to keeping ahead of the market demands and trends in the industry.

At Polytainer Industries, we strongly believe that our customers always come first. We are committed to providing exceptional service and value to our clients, going above and beyond to exceed their expectations. Our team of experts is always available to answer any questions and provide guidance on the best packaging solutions for their specific needs.

We understand that finding an excellent partner is crucial for businesses to focus on growing their companies to the next level. That is why we work tirelessly to provide our customers with little to no problem in terms of packaging solutions, while delivering a high level of value and service.

We take pride in our ability to create customized solutions that meet the unique needs of each customer, and we are committed to delivering exceptional quality products and services to businesses globally.