Executive Assistant (Personal Assistant)

Confidential Careers; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Confidential Careers in Kuala Lumpur seeks an experienced Executive Assistant to support a senior executive in a fast-paced professional services environment. The role requires high judgment, discretion, and superb organizational skills to manage a demanding calendar and complex priorities.

You will coordinate meetings, travel, prepare materials, and maintain confidential records while collaborating with regional teams and stakeholders.

Qualifications

• 5+ years of relevant experience, preferably in professional services or fast-paced corporate environments.
• Experience directly supporting C-suite or senior executives is strongly preferred.
• Diploma or equivalent qualification in secretarial studies, business administration, or related discipline.
• Ability to manage multiple priorities and deadlines in a demanding, service-oriented environment.
• Strong organizational skills with attention to detail and follow-through.
• Excellent written and verbal communication in English.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Manage a complex and frequently changing executive calendar with prioritization and trade-offs.
• Schedule, coordinate, and oversee internal and external meetings and events, including in-person, offsite, and virtual.
• Coordinate domestic and international travel arrangements and logistics.
• Prepare meeting materials and organize relevant information in advance.
• Maintain accurate records and confidential files.
• Prepare and submit timesheets and expense claims per guidelines.
• Build relationships with clients, assistants, and stakeholders to ensure smooth information flow.
• Maintain tracking systems for priorities and follow-ups.
• Handle incoming correspondence and inquiries with appropriate responsiveness.
• Provide administrative support to project teams and committees as required.
• Maintain confidentiality and discretion at all times.
• Provide general administrative support including correspondence, document prep, database maintenance, and filing.
• Provide backup support to team members as needed.
• Utilize AI and productivity tools to improve scheduling, drafting, information management, and efficiency.
• Take on additional responsibilities as business needs evolve.

Skills

Calendar management

C-suite support

Discretion

Organizational skills

Interpersonal skills

English communication

Proactive attitude

Education

Diploma or equivalent in secretarial studies or business administration

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

AI productivity tools

Job description

We are seeking an experienced Executive Assistant to support a senior executive within a leading professional services organization.

This is a high-trust, high-visibility role requiring strong judgment, discretion, organization, and the ability to operate effectively in a fast-paced environment. The Executive Assistant will take ownership of a demanding schedule, coordinate complex priorities, and provide proactive administrative and business support to enable the executive to focus on clients and other strategic priorities.

The successful candidate will also work closely with a broader regional administrative team and collaborate with colleagues, clients, and external stakeholders across different levels of seniority.

Key Responsibilities

• Manage a complex and frequently changing executive calendar, understanding business priorities and proactively identifying scheduling alternatives and trade-offs.
• Schedule, coordinate, and oversee internal and external meetings and events, including in-person, offsite, and virtual engagements.
• Coordinate domestic and international travel arrangements and proactively manage associated logistics.
• Prepare meeting materials and ensure relevant information and documentation are organized in advance.
• Maintain accurate records, documentation, and confidential files.
• Prepare and submit timesheets and expense claims in accordance with organizational guidelines.
• Build effective working relationships with clients, executive assistants, and other stakeholders to facilitate scheduling and information flow.
• Establish and maintain effective systems for tracking priorities, follow-ups, and administrative details.
• Manage incoming correspondence and inquiries, prioritizing and responding appropriately.
• Provide administrative support to project teams, internal committees, and other business activities as required.
• Maintain the highest standards of confidentiality and discretion when handling sensitive information.
• Provide general administrative support, including correspondence, document preparation, database maintenance, filing, and distribution lists.
• Provide backup support to other members of the administrative team when required.
• Use AI and digital productivity tools to improve scheduling, correspondence drafting, information management, and administrative efficiency.
• Take on additional responsibilities as business needs evolve.

Experience & Qualifications

• Ideally 5+ years of relevant experience, preferably within professional services or another fast-paced corporate environment.
• Previous experience directly supporting C-suite or other senior executives is strongly preferred.
• Diploma or equivalent qualification in secretarial studies, business administration, or a related discipline.
• Proven ability to manage multiple priorities and deadlines in a demanding, service-oriented environment.
• Strong organizational skills with excellent attention to detail and disciplined follow-through.
• Able to anticipate needs, exercise sound judgment, and take initiative with limited supervision.
• Strong interpersonal skills and confidence working with senior stakeholders, clients, and colleagues across all levels.
• Excellent written and verbal communication skills in English.
• Professional, tactful, discreet, and composed when handling sensitive or challenging situations.
• Resourceful and comfortable adapting quickly when priorities change.
• Strong service orientation with a proactive, solutions-focused mindset.
• Strong proficiency in Microsoft Office, particularly Outlook, Word, PowerPoint, and Excel; familiarity with modern AI and digital productivity tools is advantageous.
• Flexibility to work outside standard office hours, including occasional weekends, during peak periods.