Executive Assistant to CEO

JAC Recruitment; Petaling Jaya; On-site; MYR 70,000 - 90,000; Full time

Job summary

A global omnichannel retail company based in Petaling Jaya is looking for a seasoned Executive Assistant to provide dedicated support to the CEO. The role encompasses managing the CEO's calendar, preparing documentation, and acting as a liaison between the CEO and various stakeholders. The ideal candidate will possess a bachelor's degree, have at least 5 years of experience in a similar role, and be proficient in Microsoft Office. The position demands excellent organizational and communication skills, along with the ability to handle confidential information professionally.

Qualifications

• Minimum 5 years’ experience in an Executive Assistant or Personal Assistant role, ideally supporting C-suite executives.
• Prior experience in liaising with external legal counsel or handling legal matters is a strong advantage.

Responsibilities

• Manage and maintain the CEO’s calendar and schedule.
• Prepare and verify claims and support expense reporting.
• Organize documentation, presentations, and reports for stakeholders.
• Act as liaison between CEO and internal teams/external partners.
• Coordinate support for board meetings and company events.
• Draft and manage correspondence and proposals for the CEO.
• Liaise with legal counsel for documentation and filings.
• Oversee general office administration and supplies.
• Handle confidential documents with discretion.
• Provide ad hoc administrative and project support.

Skills

Proficiency in Microsoft Office

Excellent organizational skills

Strong communication abilities

Multitasking

Discretion in managing confidential information

Education

Bachelor's degree or equivalent professional experience

Job description

An established global omnichannel retail company is currently seeking a seasoned and highly efficient Executive Assistant at Petaling Jaya to provide dedicated support to the Chief Executive Officer (CEO). This position entails a blend of high-level executive assistance and office management duties, ensuring seamless day-to-day operations and effective communication between the CEO, internal departments, external stakeholders, and legal representatives.

Job Responsibilities

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and coordinating travel, transportation, and accommodation arrangements.
• Handle the preparation and verification of claims and submissions, and support expense reporting processes.
• Prepare, review, and organize documentation, presentations, and reports for both internal and external stakeholders.
• Act as the primary liaison between the CEO and internal teams, business partners, and external stakeholders.
• Coordinate and provide support for board meetings, leadership team sessions, and company events, ensuring agendas, materials, and minutes are accurately prepared and distributed.
• Draft, review, and manage correspondence, reports, and proposals on behalf of the CEO.
• Liaise with internal and external legal counsel regarding relevant legal documentation, ensuring timely filing and secure storage of company contracts.
• Oversee general office administration, including management of facilities, pantry supplies, cleaning services, office equipment, stationery, water dispensers, air-conditioning servicing, and building management matters.
• Handle confidential documents and communications with utmost discretion and professionalism.
• Provide ad hoc administrative and project support as required.

Job Requirements

• A bachelor's degree or equivalent professional experience is required.
• A minimum of 5 years’ experience in an Executive Assistant or Personal Assistant role, ideally supporting C-suite executives.
• Prior experience in liaising with external legal counsel or handling legal matters is a strong advantage.
• Proficiency in Microsoft Office applications is essential.
• Excellent organizational, communication, and multitasking abilities.
• Demonstrated professionalism and discretion in managing confidential information.