Executive Assistant, Strategy - Special Projects

Taylor's Education Group; Subang Jaya; On-site; MYR 120,000 - 180,000; Full time

Job summary

Jora Malaysia seeks an experienced Executive Assistant to the GCTO, providing comprehensive administrative support, travel planning, and high‑level communications. You will manage calendars, prepare briefing materials, and monitor strategic initiatives in a fast‑paced environment.

The role involves coordinating governance processes, compiling reports, and maintaining confidential information with discretion. Strong organisational and stakeholder‑management skills are essential.

Qualifications

• Bachelor's Degree in Business Administration, Management, Communications, IT, or related discipline.
• 5–8 years of experience as Personal Assistant/Executive Assistant supporting senior leadership.
• Experience supporting C-suite or Provost-level executives.
• Familiarity with common office tools (MS Office, Google Workspace).

Responsibilities

• Provide executive & administrative support to the GCTO, incl. calendar, travel, and correspondence.
• Develop dashboards, reports, and status updates for strategic programs.
• Coordinate governance activities, meetings, and board materials.
• Track actions, deadlines, and follow-ups across teams.

Skills

Executive support

Calendar management

Travel coordination

Communication drafting

Stakeholder management

Project tracking

Discretion & confidentiality

Dashboard & reporting

Education

Bachelor's Degree in Business Administration or related

Tools

Microsoft Office

Google Workspace

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Reporting to the Group Chief Technology Officer (GCTO), this role provides high‑level executive, administrative, and operational support to ensure the effective functioning of the GCTO's office. The Executive Assistant, Strategy & Special Projects serves as a trusted partner to the GCTO, supporting the management of strategic priorities, transformation initiatives, stakeholder engagement, communications, and day‑to‑day operations.

The ideal candidate is highly organised, proactive, resourceful, and able to operate with discretion in a fast‑paced, complex environment.

RESPONSIBILITIES

1. Executive & Administrative Support

• Provide comprehensive executive support to the GCTO, including complex calendar management, scheduling, and prioritisation of meetings and commitments.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, travel itineraries, and expense claims.
• Manage correspondence, emails, meeting requests, and communications on behalf of the GCTO.
• Prepare high‑quality briefing materials, presentations, reports, executive summaries, and correspondence.
• Screen and prioritise incoming requests, ensuring timely responses and appropriate escalation of matters.
• Support the effective management of the GCTO's time and competing priorities.
• Ensure the smooth day‑to‑day operations of the GCTO's office.

2. Strategic & Operational Support

• Assist the GCTO in tracking strategic objectives, transformation initiatives, and key business priorities.
• Monitor action items, deliverables, and deadlines arising from leadership meetings.
• Develop and maintain dashboards, reports, and status updates for ongoing projects and operational initiatives.
• Coordinate follow‑up activities across teams to ensure timely execution of agreed actions.
• Support budget tracking, procurement requests, and administrative processes where required.

3. Project & Initiative Coordination

• Support the planning and coordination of transformation initiatives, digital projects, and strategic programs.
• Maintain project plans, action logs, risk registers, and progress reports.
• Facilitate communication and collaboration across teams and business stakeholders.
• Track progress and provide regular updates to the GCTO on key initiatives and milestones.

4. Stakeholder Engagement

• Act as a key liaison between the GCTO and internal and external stakeholders.
• Coordinate interactions with senior leadership, business units, vendors, partners, and consultants.
• Organise leadership meetings, workshops, town halls, and forums.
• Prepare meeting agendas, record minutes, and monitor follow‑up actions.
• Build and maintain effective working relationships across the organisation.

5. Governance, Reporting & Compliance

• Support governance processes, committee meetings, and leadership forums.
• Prepare and coordinate documentation for executive meetings, management committees, and board presentations.
• Maintain records of key decisions, actions, and approvals.
• Ensure documentation is organised, accurate, and managed in accordance with organisational requirements.
• Support compliance with internal policies and governance standards.

6. Communications & Office Management

• Draft professional communications including announcements, presentations, speeches, executive updates, and briefing notes.
• Assist in preparing communication materials related to strategic initiatives and organisational updates.
• Coordinate visits, events, and meetings hosted by the GCTO's office.
• Handle highly confidential and sensitive information with discretion and professionalism.
• Support other administrative and operational duties as required.

MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION

• Bachelor's Degree in Business Administration, Management, Communications, Information Technology, or a related discipline from a recognised institution.
• Minimum 5–8 years of relevant experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership
• Demonstrated experience supporting senior executives (e.g. C-suite, Provost, Vice-Chancellor, or equivalent)
• Familiarity with professional office tools (e.g. Microsoft Office, Google Workspace)

RELATED EXPERIENCE

• Experience operating in complex, fast‑paced organisational environments
• Demonstrated ability to manage multiple priorities, schedules, and stakeholders simultaneously
• Strong track record in preparing executive‑level documents, reports, and communications
• Proven ability to handle confidential and sensitive information with discretion
• Experience coordinating high‑level meetings, committees, or governance processes
• Strong organisational, time management, and problem‑solving capabilities
• Excellent written and verbal communication skills
• Adaptability, responsiveness, and ability to support evolving executive needs
• Strong organisational and time management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High level of discretion, professionalism, and confidentiality
• Strong stakeholder management and interpersonal skills
• Proficiency in Microsoft Office and/or Google Workspace
• Ability to work independently and proactively in a dynamic environment
• Strong attention to detail and problem‑solving mindset
• Adaptability and flexibility to changing priorities