Executive Assistant

Polytainer Industries; Selangor; On-site; MYR 100,000 - 167,000; Full time

Job summary

Polytainer Industries in Malaysia seeks a proactive Executive Assistant to support the CEO across group businesses. The role protects the CEO's time, turns decisions into action and keeps important matters moving, combining executive support, follow‑through and personal administration.

The candidate will manage calendars, review emails, prepare agendas, coordinate with managers and drive outreach while using AI tools and standard office software to stay organized.

Qualifications

• 3+ years of experience in executive or personal assistance, business support or project coordination.
• Proficient in written and spoken English, Chinese and Bahasa Malaysia.
• Highly organized with strong attention to detail and ability to prioritise across multiple businesses.
• Proficient in Microsoft Office or Google Workspace; willing to learn CRM and AI tools.

Responsibilities

• Manage the CEO calendar, appointments, meeting arrangements and travel; prioritise commitments and allow time for preparation.
• Review delegated emails and messages; draft replies and identify urgent matters.
• Prepare meeting agendas and briefing notes; record decisions, owners and deadlines; follow up with owners.

Skills

English

Chinese

Bahasa Malaysia

Executive support

Time management

Education

Diploma or Bachelor's degree

Tools

Microsoft Office

Google Workspace

CRM (basic)

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 elevate 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.