Executive Assistant to Chief Executive Officer

menumiz™ (AU); Kuala Lumpur; On-site; MYR 120,000 - 200,000; Full time

Job summary

menumiz™ (AU) is seeking a Senior Executive Assistant to the CEO to provide high‑level executive, administrative, recruitment, operational, and external‑relations support. The role is not a traditional secretarial post and involves direct CEO engagement, confidential matters, and cross‑department coordination.

The candidate should be highly organized, commercially aware, and capable of managing initiatives from initiation to completion, including international travel and government liaison when

Qualifications

• At least one postgraduate qualification (MBA or higher) required.
• Minimum 5 years of relevant professional experience.
• Experience supporting a CEO or C-level executive preferred.
• Experience handling confidential matters with discretion.
• Strong English and Mandarin working proficiency.
• Experience with recruitment and candidate shortlisting.
• Experience liaising with government authorities and agencies.
• Excellent professional presentation and communication skills.

Responsibilities

• Provide comprehensive day-to-day executive support directly to the CEO.
• Manage the CEO's calendar, travel, meetings, and commitments.
• Organise complex domestic and international travel, including visas and itineraries.
• Travel internationally when required and coordinate travel plans.
• Coordinate internal and external executive meetings and prepare required materials.
• Prepare correspondence, reports, presentations, and briefing documents.
• Track instructions and deadlines; follow up until completion.
• Coordinate recruitment: screening, shortlisting, and interviews with the CEO.
• Liaise with agencies, universities, authorities, and external partners.

Skills

Executive support

Calendar management

Travel coordination

Recruitment experience

Stakeholder management

Discretion/confidentiality

Communication

Office management

Multitasking

Education

MBA

Master's degree in Business/Management/Commerce/Law/Communications/International Business

PhD or doctoral qualification in related discipline

Tools

CRM systems

Applicant-management systems

WordPress

Online meeting scheduling systems

Job description

We are seeking an exceptionally capable, experienced, and highly professional Senior Executive Assistant to the CEO to provide high-level executive, administrative, recruitment, operational, and external-relations support.

This is not a conventional administrative assistant or secretarial position. The successful candidate will work directly with the CEO and will be trusted with significant responsibility, confidential information, executive coordination, recruitment activities, external communications, government and agency liaison, and representation of the CEO when formally delegated or instructed.

The role requires someone mature, highly organised, commercially aware, confident, and capable of independently managing important matters from initiation through to completion.

• Provide comprehensive day-to-day executive support directly to the CEO.
• Manage the CEO's calendar, appointments, meetings, priorities, reminders, and commitments.
• Organise complex domestic and international travel, including flights, accommodation, transportation, visas, itineraries, and associated arrangements.
• Be available to travel internationally with or on behalf of the CEO when required.
• Coordinate internal and external executive meetings and ensure all required preparation and follow-up is completed.
• Prepare correspondence, reports, presentations, briefing documents, meeting notes, agendas, and executive communications.
• Track instructions, commitments, deadlines, and action items and follow up with managers, employees, agencies, and external parties until completion.
• Act as a key coordination point between the CEO and different departments within the organisation.
• Review applications and screen candidates.
• Prepare and manage candidate shortlists for the CEO and management.
• Conduct preliminary candidate assessments and interviews when instructed.
• Coordinate interviews with the CEO, managers, and relevant team members.
• Follow up with candidates throughout the recruitment process.
• Coordinate interview outcomes, references, documentation, and next steps.
• Liaise with recruitment agencies, job platforms, universities, professional organisations, and other talent sources.
• Follow up with recruitment agencies regarding candidate quality, availability, interviews, and outstanding matters.
• Assist with onboarding and other people-related administrative processes.
• Maintain accurate and confidential recruitment records.
• Liaise professionally with government authorities, regulatory bodies, professional organisations, external agencies, consultants, suppliers, partners, and other institutions.
• Prepare and coordinate correspondence and documentation requested by authorities or agencies.
• Follow up with government departments, professional advisers, recruitment agencies, service providers, and other external organisations.
• Arrange meetings between the CEO and external stakeholders.
• Attend meetings and take responsibility for follow-up actions.
• Communicate the CEO's instructions accurately and professionally to internal and external stakeholders.
• Represent the CEO in meetings, communications, or engagements where specifically authorised or instructed.
• Present information, communicate agreed positions, and follow up on matters on behalf of the CEO within the authority delegated for that particular matter.

The successful candidate must understand the distinction between matters they are authorised to handle independently and matters requiring direct CEO approval.

From time to time, the Senior Executive Assistant may be required to attend meetings, events, interviews, agency discussions, or business engagements on behalf of the CEO.

The candidate must demonstrate:

• Excellent professional presentation.
• Strong verbal and written communication.
• Confidence dealing with senior executives, authorities, agencies, and external stakeholders.
• Sound judgement and discretion.
• Ability to accurately communicate instructions and positions provided by the CEO.
• Ability to prepare concise written or verbal reports following meetings or engagements.
• A high degree of professionalism when representing the CEO and the organisation.

Candidates must hold at least one postgraduate qualification at Master's level or above.

• Master of Business Administration (MBA)
• Master's Degree in Business, Management, Commerce, Law, Communications, Corporate Communications, International Business, or a closely related field
• PhD or doctoral qualification in Law, Business, Management, Communications, or a closely related discipline

A bachelor's degree alone will not satisfy the educational requirement for this position.

• Minimum 5 years of relevant professional experience.
• Previous experience directly supporting a CEO, Founder, Managing Director, Board Member, or C-level executive is strongly preferred.
• Demonstrated experience handling complex executive administration and confidential matters.
• Experience managing recruitment, candidate screening, and shortlisting.
• Experience dealing with external agencies, government departments, professional advisers, or regulatory bodies is highly desirable.
• Experience working within an international, technology, professional-services, corporate, or fast-growing organisation will be highly regarded.
• English: Excellent professional written and spoken proficiency.
• Mandarin Chinese: Strong professional working proficiency.

The successful candidate must be comfortable conducting professional conversations, correspondence, meetings, and follow-ups in an international business environment.

This position requires the ability and willingness to travel internationally when required.

• Hold a valid passport.
• Be willing and able to undertake international business travel.
• Be comfortable travelling independently or accompanying the CEO when required.
• Be able to manage changing travel schedules and business priorities.
• Be capable of coordinating meetings, transportation, accommodation, and business arrangements while travelling.

Travel may occasionally be arranged at relatively short notice depending on business requirements.

We are looking for someone who is:

• Exceptionally organised and detail-oriented.
• Proactive and able to anticipate requirements rather than simply wait for instructions.
• Highly dependable and accountable.
• Confident communicating with senior executives and external stakeholders.
• Comfortable following up with managers and employees regarding deadlines and outstanding actions.
• Capable of managing several important matters simultaneously.
• Commercially aware and able to understand business priorities.
• Calm and professional under pressure.
• Discreet and trustworthy when handling sensitive or confidential information.
• Able to exercise sound judgement while understanding the limits of delegated authority.
• Strong at researching issues and presenting concise information to the CEO.
• Capable of working independently with limited supervision.
• Comfortable working in a fast-paced and changing business environment.

Candidates should have strong working knowledge of:

• Online meeting and scheduling systems
• Recruitment and applicant-management systems
• CRM and business-management platforms

WordPress skill is a plus.

The ability to learn new software and internal systems quickly is essential.

Due to the nature of this position, the successful candidate will have access to highly confidential executive, commercial, recruitment, employee, financial, and strategic information.

An exceptional level of integrity, discretion, confidentiality, professional judgement, and responsibility is essential.

This role is suited to a highly educated and experienced executive professional looking for significantly more responsibility than a conventional Executive Assistant position.

You should be comfortable operating as an extension of the CEO's office — organising priorities, managing recruitment processes, coordinating executives and employees, dealing with authorities and agencies, managing international travel, following up important matters, and representing the CEO where specifically authorised.

The successful candidate must be someone the CEO can rely upon to take ownership of a matter, understand the objective, coordinate the necessary people, and ensure it reaches completion.

Hiring Procedure

You will go under few assesemtns before the interveiw.

Learn more at : https://careers.menumiz.com/menumiz-hiring-procedure/