Executive Assistant

JD Sports SEA; Petaling Jaya; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading retail company in Petaling Jaya is seeking an experienced Executive Assistant to support the CEO. The role involves managing the CEO's calendar, preparing documents, coordinating meetings, and overseeing office operations. Ideal candidates should have a Bachelor's degree and at least 5 years of experience supporting C-suite executives. Proficiency in MS Office and strong organizational skills are essential.

Qualifications

• 5+ years of experience as an Executive Assistant or Personal Assistant supporting C-suite executives.
• Experience with external lawyers/legal matters is advantageous.
• Ability to handle confidential documents with discretion.

Responsibilities

• Manage the CEO’s calendar and travel arrangements.
• Prepare documents, presentations, and reports for stakeholders.
• Serve as the primary contact between the CEO and teams/business partners.
• Coordinate board meetings and company events.
• Draft and manage correspondence and reports.
• Oversee office administrative operations and facilities management.

Skills

Organizational skills

Communication skills

Multitasking abilities

Professional discretion

Education

Bachelor's degree or equivalent work experience

Tools

MS Office

Job description

We are seeking an experienced and highly organized Executive Assistant to support the Chief Executive Officer (CEO). This role combines executive-level support with office management responsibilities, ensuring smooth operations and effective coordination between the CEO, internal teams, external stakeholders, and legal partners.

Responsibilities

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and coordination of travel arrangements, transportation, and accommodation.
• Prepare and check claims, submissions, and support expense reporting.
• Prepare, review, and organize documents, presentations, and reports for internal and external stakeholders.
• Serve as the primary point of contact between the CEO and internal teams, business partners, and external stakeholders.
• Coordinate and support board meetings, leadership team meetings, and company events, ensuring agendas, materials, and minutes are well-prepared.
• Draft, review, and manage correspondence, reports, and proposals on behalf of the CEO.
• Liaise with internal/external lawyers on related legal documents and ensure timely filing and safekeeping of company’s contracts.
• Oversee office administrative operations, including facilities, pantry, cleaners, printers, stationeries, water dispensers, air-conditioning servicing and building’s management.
• Handle confidential documents and communications with the highest degree of discretion.
• Provide ad hoc administrative support and project assistance as assigned.

Job Requirements

• Bachelor’s degree or equivalent work experience.
• Minimum 5 years of experience as an Executive Assistant or Personal Assistant, preferably supporting C-suite executives.
• Experience in coordinating with external lawyers/legal matters is an added advantage.
• Proficiency in MS Office.
• Strong organizational, communication, and multitasking skills.
• Professional discretion in handling confidential matters.