Executive Assistant (Project Management)

Cloone Corporation Sdn Bhd; Petaling Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Cloone Corporation Sdn Bhd in Malaysia is seeking a Project Management Executive to provide day-to-day administrative and personal assistance to management. The role includes calendar management, meeting minutes, and coordinating project progress across teams.

You will liaise with customers, vendors, and stakeholders, assist in preparing documents and reports, and help maintain project records. Strong organizational and communication skills are essential, with proficiency in MS Office and Google

Qualifications

• Diploma or Bachelor's in Business Administration, Management, PM or related field.
• 1–3 years in Personal Assistant, Project Coordination or EA roles preferred.
• Fresh graduates with strong organisational and communication skills may be considered.
• Proficient in MS Office/Google Workspace and articulate in emails, minutes and reports.

Responsibilities

• Provide day-to-day administrative and personal assistance to management.
• Manage calendars, appointments, meetings, reminders, and schedules.
• Prepare meeting agendas, take minutes, and follow up on actions.
• Coordinate and monitor project progress, timelines, deliverables, and tasks.
• Follow up with internal teams to ensure on-time completion.
• Liaise with customers, vendors, partners, and stakeholders as needed.
• Assist in preparing project documents, proposals, reports, presentations, and UAT docs.
• Maintain records and documentation for ongoing projects.
• Arrange meetings, travel, and management-related activities.
• Highlight delays, issues, risks, and pending decisions to management.
• Support tracking of priorities and follow-through on important matters.
• Provide basic HR support including recruitment coordination and onboarding.

Skills

Time mgmt

Communication

Multilingual EN/BM/CN

MS Office / Google Workspace

Education

Diploma/Degree in Business Admin / PM

Tools

MS Office

Google Workspace

Job description

Provide day-to-day administrative and personal assistance to management.

Manage management's calendar, appointments, meetings, reminders, and schedules.

Prepare meeting agendas, take meeting minutes, and follow up on action items.

Coordinate and monitor project progress, timelines, deliverables, and outstanding tasks.

Follow up closely with internal teams to ensure assigned tasks are completed on time.

Liaise with customers, vendors, partners, and other stakeholders when required.

Assist in preparing project documents, proposals, quotations, reports, presentations, UAT documents, and other business documentation.

Maintain proper records and documentation for ongoing projects.

Arrange meetings, travel, company activities, and other management-related matters when required.

Highlight project delays, issues, risks, and pending decisions to management.

Support management in tracking priorities and ensuring important matters are followed through.

Provide basic HR support, including recruitment coordination, interview scheduling, onboarding arrangements, and employee-related activities such as support employee engagement, staff welfare, and company activities as required.

Assist with office administration, including pantry supplies, office purchases, and general workplace needs.

Handle confidential information professionally and with discretion.

Perform other administrative, operational, and project-related duties assigned by management.

Requirements

Diploma or Bachelor's Degree in Business Administration, Management, Project Management, IT, or a related field.

At least 1–3 years of working experience in Personal Assistant, Project Coordinator, Project Management, Executive Assistant, or similar roles is preferred.

Fresh graduates with strong organisational and communication skills may also be considered.

Strong organisational, coordination, and follow-up skills.

Able to manage multiple tasks and projects simultaneously.

Good written and verbal communication skills in Mandarin, English and Bahasa Malaysia.

Preferably Mandarin/Cantonese speaking talents to effectively communicate with Mandarin/Cantonese-speaking clients

Proficient in Microsoft Office / Google Workspace, especially Word, Excel, PowerPoint, and Google Sheets.

Able to prepare professional emails, meeting minutes, reports, and presentations.

Comfortable communicating and coordinating with different departments and levels of management.

Responsible, detail-oriented, proactive, and able to work with minimal supervision.

Good problem-solving skills and ability to work under deadlines.

Experience in IT/software projects, system development, digital projects, or technology companies will be an added advantage.

Willing to learn and able to adapt quickly to changing priorities.

Preferred Characteristics

We are looking for someone who is:

Proactive and takes ownership of tasks.

Strong in follow-up and does not let important matters fall through the cracks.

Organised and systematic.

Confident in communicating with management and team members.

Able to understand project requirements and translate discussions into clear action items.

Reliable, trustworthy, and comfortable handling confidential matters.

Flexible and able to support both management-level administrative work and project coordination.

Cloone Corporation was established in 2008 with a strong commitment to providing exceptional IT solutions and consulting services to businesses. With extensive research and years of experience, we have grown into a comprehensive One Stop IT Solutions Provider, offering a range of cutting-edge services to our clients.

We specialize in four core areas, including mobile app development, paperless solutions, e-commerce automation, and new retail solutions. Our mobile app development services are designed to help businesses harness the power of mobile technology, enabling them to engage with customers and streamline their operations.

Our paperless solutions help businesses go green by reducing paper usage and implementing digital workflows. We provide customized solutions to help our clients transition to paperless systems, improving efficiency and reducing costs.

Our e-commerce automation services are designed to help businesses automate their online sales processes, including inventory management, order processing, and payment processing. We help businesses save time and resources by streamlining their e-commerce operations.

Our new retail solutions are tailored to meet the unique needs of the retail industry. We provide customized solutions that enable retailers to optimize their operations, increase customer engagement, and drive sales.

In addition to our core services, we offer a range of other IT solutions, including website design and development and server hosting. With a commitment to innovation and excellence, Cloone Corporation is retailers’ go-to partner for all their IT needs.

At Cloone Corporation, we are constantly growing and expanding our team of talented professionals. We are committed to hiring the best and brightest in the industry, and providing them with the resources and support they need to excel in their careers. If you are looking for a dynamic and exciting work environment, we invite you to join our team and be a part of our continued success. We welcome you to be a part of the Cloone Corporation family!

Cloone Corporation was established in 2008 with a strong commitment to providing exceptional IT solutions and consulting services to businesses. With extensive research and years of experience, we have grown into a comprehensive One Stop IT Solutions Provider, offering a range of cutting-edge services to our clients.

We specialize in four core areas, including mobile app development, paperless solutions, e-commerce automation, and new retail solutions. Our mobile app development services are designed to help businesses harness the power of mobile technology, enabling them to engage with customers and streamline their operations.

Our paperless solutions help businesses go green by reducing paper usage and implementing digital workflows. We provide customized solutions to help our clients transition to paperless systems, improving efficiency and reducing costs.

Our e-commerce automation services are designed to help businesses automate their online sales processes, including inventory management, order processing, and payment processing. We help businesses save time and resources by streamlining their e-commerce operations.

Our new retail solutions are tailored to meet the unique needs of the retail industry. We provide customized solutions that enable retailers to optimize their operations, increase customer engagement, and drive sales.

In addition to our core services, we offer a range of other IT solutions, including website design and development and server hosting. With a commitment to innovation and excellence, Cloone Corporation is retailers’ go-to partner for all their IT needs.

At Cloone Corporation, we are constantly growing and expanding our team of talented professionals. We are committed to hiring the best and brightest in the industry, and providing them with the resources and support they need to excel in their careers. If you are looking for a dynamic and exciting work environment, we invite you to join our team and be a part of our continued success. We welcome you to be a part of the Cloone Corporation family!

What can I earn as a Project Management Executive