Executive Assistant

Terra Group Holdings; Subang Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A reputable company in Subang Jaya is seeking an Executive Assistant to support the Managing Director. Responsibilities include managing the MD’s calendar, organizing meetings, and liaising with internal and external stakeholders. The ideal candidate will have a diploma or degree in Business Administration, 2–5 years of relevant experience, and excellent organizational skills. Proficiency in Microsoft Office and trilingualism in English, Bahasa Malaysia, and Mandarin is advantageous.

Qualifications

• Minimum 2–5 years of experience as an Executive Assistant.
• Excellent organizational and time management skills.
• Ability to handle confidential information with professionalism.

Responsibilities

• Manage the Managing Director’s calendar and meetings.
• Coordinate and organize meetings and prepare agendas.
• Liaise with external parties on behalf of the MD.

Skills

Organizational skills

Time management

Interpersonal skills

Communication skills

Discretion

Microsoft Office proficiency

Trilingual: English, Bahasa Malaysia, Mandarin

Education

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

Job description

Responsibilities

1. Manage the Managing Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
2. Coordinate and organize meetings, including preparation of agendas, logistics, and required materials.
3. Attend meetings with the Managing Director, take accurate minutes, and circulate meeting minutes to Managers and Heads of Department.
4. Track, follow up, and ensure timely completion of action items arising from meetings and MD instructions.
5. Act as the main liaison between the Managing Director and internal stakeholders (Managers, HODs) on project updates, activities, and reports.
6. Liaise with external parties to ensure effective, professional, and timely communication on behalf of the Managing Director.
7. Prepare, compile, and consolidate reports, summaries, and presentation slides as required by the Managing Director.
8. Draft, edit, and proofread correspondence, emails, and documents in English, Bahasa Malaysia, and Mandarin.
9. Manage incoming emails, phone calls, and correspondence on behalf of the Managing Director, ensuring proper prioritization and follow-up.
10. Maintain organized and confidential filing systems and handle ad-hoc administrative tasks as assigned by the Managing Director.

Required Qualifications and Skills

1. Diploma or Bachelor’s Degree in Business Administration, Management, or related fields.
2. Minimum 2–5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior management.
3. Excellent organizational and time management skills with strong attention to detail.
4. Strong interpersonal and communication skills.
5. Ability to handle confidential information with professionalism and discretion.
6. Proficient in Microsoft Office (Word, Excel, PowerPoint).
7. Ability to work independently, manage multiple priorities, and meet tight deadlines.
8. Trilingual proficiency in English, Bahasa Malaysia, and Mandarin is an advantage.