Executive Assistant

Puncak AI; Petaling Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

An emerging AI company in Petaling Jaya is seeking an Executive Assistant to support administrative tasks. You'll be managing calendars, preparing meeting agendas, and safeguarding sensitive information. The ideal candidate should have a Bachelor's degree and at least 2-3 years of relevant experience, with strong communication skills and proficiency in Microsoft Office. Comprehensive medical benefits and a focus on work-life balance are highlights of this role.

Benefits

Comprehensive medical benefits

Group insurance and term life coverage

Meal credits

In-house gym

Events and gatherings

Healthy work-life balance

Qualifications

• 2-3 years of experience as an executive support or similar role.
• Excellent prioritization abilities to handle multiple deadlines.
• Ability to manage sensitive information with discretion and integrity.

Responsibilities

• Manage and maintain calendars for effective time management.
• Prepare meeting agendas and record clear meeting notes.
• Oversee the end-to-end document approval and signing process.

Skills

Microsoft Office Suite

Written and verbal communication

Time management

Multitasking

Problem-solving

Education

Bachelor’s Degree or Diploma in Business Administration or related field

Tools

Trello

Teams

Zoom

SharePoint

Job description

As a part of an emerging AI company with a bold vision to develop intelligent solutions that drive innovation, automation, and efficiency across industries, you will have the unique opportunity to shape the future of AI by working on cutting-edge projects on a national level and experimenting with the latest technologies.

Join us now as we are building a team of forward-thinkers ready to push the boundaries of AI and create meaningful impact. Be a part in developing scalable AI solutions that solve real-world challenges, whether in research, engineering, or strategy and help make a true difference for AI in Malaysia.

KEY RESPONSIBILITIES

• Manage and maintain calendars, prioritizing appointments to ensure effective time management.
• Arrange and schedule meetings with internal and external stakeholders, liaising effectively with cross-functional teams.
• Prepare meeting agendas and record clear, concise meeting notes and action items.
• Maintain and monitor trackers and logs for documents, approvals, tasks, and deadlines to ensure timely completion and accountability.
• Establish and uphold an organized. systematic filing system for all business documents, both physical and digital, ensuring all critical documents are properly filed, version-controlled, and easily accessible.
• Oversee the end-to-end document approval and signing process, including circulation for approval, internal endorsement, and execution.
• Handle incoming and outgoing correspondence (emails, letters and official communications), triaging or responding as appropriate.
• Process and track all required documentation, providing comprehensive administrative support, such as expense claims and official reporting.
• Monitor and manage office supplies inventory, maintaining an efficient and functional workspace.
• Safeguard sensitive and confidential information with the highest level of discretion and professionalism, ensuring the integrity and accuracy of records and databases.
• Proactively identify and address administrative issues to support the smooth departmental operations.
• Assist in coordinating team events, workshops or other activities as required.
• Perform other related tasks as assigned by the Superior from time to time.

QUALIFICATIONS

• Minimum Bachelor’s Degree or Diploma in Business Administration, Secretarial Studies, Office Management or related field.
• At least 2-3 years working experience as an executive support, office administration, or similar role.
• Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Trello, Teams, Zoom, SharePoint).
• Strong written and verbal communication with the ability to liaise effectively across all levels.
• Excellent time management, multitasking, and prioritization abilities to manage multiple deadlines efficiently.
• High degree of accuracy in managing documents, schedules, and reports.
• Proactive in identifying issues, resolving challenges, and ensuring seamless administrative operations.
• Professional demeanor with strong stakeholder management and teamwork orientation.
• Able to work in a dynamic, fast-paced environment and remain flexible in response to shifting priorities.
• Demonstrated ability to manage sensitive information with discretion and integrity.

WHY JOIN US

• Comprehensive medical benefits for you, your spouse, and children, ensuring your well-being is our top priority.
• Rest easy with our group insurance and term life coverage, providing you with security and assurance.
• Stay energized with meal credit that keep you fueled throughout the day.
• An in-house futsal court, badminton court, plus a gym for post-work workouts.
• A variety of fun-filled events and gatherings to unwind.
• Achieve a healthy work-life balance, ensuring you thrive both in and out of the office.