Executive Assistant to CEO | Operations & Admin Lead

Serai Grocer Sdn Bhd; Shah Alam; On-site; MYR 48,000 - 72,000; Full time

Job summary

Jora Malaysia is seeking a proactive executive secretary to provide comprehensive support to the CEO. The role includes managing the CEO’s calendar, coordinating travel, and organizing internal and external meetings with meticulous follow-up on action items.

The candidate will assist in preparing reports, presentations and meeting materials, handle correspondence, and oversee daily administrative operations. Confidential information must be managed with discretion.

Responsibilities

• Provide full secretarial, administrative and executive support to the CEO.
• Manage the CEO's calendar, appointments and meetings, and coordinate travel arrangements, including accommodation and transportation.
• Coordinate internal and external meetings, prepare meeting schedules and reminders, and follow up on action items where required.
• Assist in preparing reports, presentations, meeting materials and meeting minutes where required.
• Handle correspondence, emails and phone calls professionally and efficiently.
• Lead and oversee the daily operations of the Administration Department, including supervising administrative staff and ensuring efficient office operations.
• Process purchase orders, coordinate payment approvals
• Prepare business letters, minutes, correspondence and other documents.
• Maintain organised filing systems, company records and other administrative documentation.
• Liaise with internal departments, business partners, consultants, vendors and other external parties.
• Assist in organising company events and business functions.
• Assist in coordinating CEO-assigned projects, special projects and business initiatives as required.
• Coordinate with IT vendors on website updates, booking system enhancements and other IT-related matters as required.
• Provide administrative support for business and occasional personal matters.
• Handle confidential information with professionalism and discretion.
• Perform other duties assigned by the CEO.

Skills

Secretarial support

Administrative tasks

Calendar management

Travel coordination

Meeting coordination

Documentation & reporting

Job description

Jora Malaysia is seeking a proactive executive secretary to provide comprehensive support to the CEO. The role includes managing the CEO’s calendar, coordinating travel, and organizing internal and external meetings with meticulous follow-up on action items.

The candidate will assist in preparing reports, presentations and meeting materials, handle correspondence, and oversee daily administrative operations. Confidential information must be managed with discretion.