Executive Assistant to Chief Executive Officer

H&CO Strategy; Kuala Lumpur; On-site; MYR 89,000 - 156,000; Full time

Job summary

H&CO Strategy is seeking an Executive Assistant to support the CEO and CTO in a fast-paced regional industrial AI startup. The role requires strong organization, proactive communication, and the ability to coordinate across engineering, operations, and sales.

The ideal candidate will manage complex calendars, prepare briefing materials, and coordinate travel. Multilingual ability and experience with dynamic priorities are a plus.

Qualifications

• 3-7 years of EA/Operations coordination experience supporting senior leadership.
• Proven experience managing complex calendars across multiple time zones.
• Strong written and verbal communication, drafting professional correspondence.

Responsibilities

• Manage calendars, scheduling, and meeting coordination for CEO and CTO across multiple time zones.
• Prioritize appointments and align with business and product priorities.
• Prepare meeting agendas, presentations, and briefing materials.
• Track action items and follow up with internal teams.
• Coordinate travel arrangements, accommodations, and itineraries.
• Support planning for leadership offsites, client meetings, and company events.
• Assist with tracking strategic initiatives and cross-functional projects.
• Monitor deadlines and ensure timely execution of leadership priorities.

Skills

Calendar management

Cross-timezone coordination

Executive communication

Documentation & filing

Travel logistics

Project coordination

Independent work

Discretion & integrity

Multitasking

Stakeholder engagement

Tools

Lark

Job description

Our client is a regional industrial AI deployment company, powering critical intelligence for Asia's key GDP contributing sectors - Manufacturing, Energy, Maritime, Aerospace and other industrial verticals. Founded by technical leaders from global Big Tech companies, they currently serve publicly-listed industrial companies.

Position Overview

They are seeking a highly organized, proactive Executive Assistant to support both the CEO and CTO in managing daily operations, strategic priorities, and cross-functional coordination.

This role requires strong communication skills, attention to detail, and the ability to operate in a fast-paced startup environment. The ideal candidate is structured, tech-savvy, and comfortable working across business and technical teams.

Key Responsibilities

This role goes beyond merely administrative coordination. Done well, this would be an intellectual extension of the executive leadership of the company as a supercharger for the ambitions of the company.

Executive Support

• Manage calendars, scheduling, and meeting coordination for CEO and CTO across multiple time zones.
• Prioritize appointments and ensure alignment with business and product priorities.
• Prepare meeting agendas, presentations, and briefing materials.
• Track action items and follow up with internal teams.

Communication & Coordination

• Act as a coordination bridge between leadership and internal teams (Engineering, Operations, Sales)
• Draft and manage internal and external communications when required.
• Support stakeholder and investor meeting logistics.

Operations & Documentations

• Organize executive documents, reports and confidential materials.
• Maintain structures of digital filing systems in Lark.
• Assist in preparing business reports, decks and summaries.

Travel & Management

• Coordinate travel arrangements, accommodations, and itineraries.
• Support planning for leadership offsites, client meetings, and company events.

Project & Task Management

• Assist with tracking strategic initiatives and cross-functional projects.
• Monitor deadlines and ensure timely execution of leadership priorities
• Support ad-hoc operational or product-related coordination tasks.

Required Qualifications

• 3-7 years of experience as an Executive Assistant or in an Operations/Coordination role supporting senior leadership
• Proven experience managing complex calendars and scheduling across multiple time zones
• Strong written and verbal communication skills, with the ability to draft professional correspondence independently
• Experience coordinating travel logistics including flights, accommodations, and detailed itineraries.
• Demonstrated ability to organize and maintain confidential documents and digital filing systems
• Strong attention to detail with consistent follow-through on action items and deadlines
• Ability to work independently in a fast-paced, startup environment with shifting priorities.
• High level of discretion and integrity when handling sensitive information

Desired Skills

• Experience supporting both a business and technical executive (e.g., CEO and CTO simultaneously)
• Basic understanding of engineering or product workflows.
• Experience supporting investor or board-level stakeholder meetings.
• Exposure to cross-functional coordination across Engineering, Product, Sales, or Operations teams.
• Experience working across regional or global teams in different time zones.
• Background in technology startup or high-growth company
• Multilingual communication skills (advantage for regional/global teams)