EXECUTIVE ASSISTANT TO CHRO (MANDARIN SPEAKER)

OE Group Sdn Bhd

Nilai

On-site

MYR 60,000 - 90,000

Full time

14 days+

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Job summary

OE Group Sdn Bhd is seeking an Executive Assistant to the CHRO who is fluent in Mandarin and English. The role goes beyond calendar tasks, focusing on ownership, coordination, and decisive follow-through on key HR initiatives.

You will manage the CHRO’s priorities, coordinate cross‑functional stakeholders, prepare management materials, and drive project execution with discretion and strong organizational skills. This position demands proactive independence in a fast‑paced environment.

Qualifications

Diploma or Bachelor's Degree in HR, Business Administration, Management, or related field.
2–4 years of experience in an Executive Assistant, Personal Assistant, HR Executive, Project Coordinator, or related role.
Experience supporting senior management or business leaders is advantageous.
Experience in HR, organizational development, project management, or corporate environments preferred.

Responsibilities

Manage CHRO’s calendar, meetings, appointments, and priorities.
Prepare agendas, reports, and supporting documents; record minutes and track actions.
Coordinate cross‑department information and follow‑up with stakeholders.
Develop and maintain project trackers, timelines, and status updates.
Handle confidential information with discretion and professionalism.
Provide general executive support to improve CHRO's office efficiency.

Skills

Mandarin

English

Proactive

Organizational skills

Communication

Education

Diploma or Bachelor's Degree in HR

Tools

Microsoft Office

Google Workspace

Excel

PowerPoint

Google Sheets

Job description

EXECUTIVE ASSISTANT TO CHRO (MANDARIN SPEAKER)

The Executive Assistant to the Chief Human Resources Officer (CHRO) provides high-level executive, administrative, coordination, and project support to ensure the effective execution of HR strategies, organisational initiatives, and key management priorities.

This role serves as a key support partner to the CHRO in managing priorities, coordinating cross-functional stakeholders, tracking key initiatives, preparing management materials, and ensuring follow-through on important decisions and action items.

The successful candidate must be highly proactive, independent, resourceful, and self-driven, with the ability to anticipate needs, identify gaps, manage priorities, and drive tasks forward without requiring constant supervision or detailed instructions.

This is not a conventional Personal Assistant role focused solely on calendar and meeting arrangements. The role requires strong ownership, coordination, follow-up, and project execution capabilities.

KEY RESPONSIBILITIES

1. Executive & Administrative Support

Manage and coordinate the CHRO’s calendar, meetings, appointments, and key priorities.

Organise and maintain daily, weekly, and monthly work schedules and priority lists.

Assist in managing correspondence, documents, internal communications, and administrative matters.

Prioritise and track important tasks to ensure timely completion.

Anticipate the CHRO’s requirements and prepare necessary information or materials in advance.

Ensure important matters, deadlines, and follow-ups do not fall through the cracks.

Provide general executive support to improve the efficiency and effectiveness of the CHRO’s office.

2. Meeting Management & Follow-Up

Coordinate management meetings, departmental meetings, and project discussions.

Prepare meeting agendas, presentation materials, reports, and supporting documents.

Record meeting minutes and clearly document key decisions and action items.

Develop and maintain an effective follow-up tracker for all outstanding matters.

Follow up proactively with relevant stakeholders to ensure agreed actions are completed within the required timeline.

Monitor outstanding matters and elevate delays, risks, or unresolved issues to the CHRO when necessary.

Ensure proper follow-through on management instructions and key decisions.

3. HR & Organisational Project Coordination

Support the CHRO in coordinating and monitoring key HR and organisational initiatives, including but not limited to:

Organisational structure and workforce optimisation;
Job description and role clarity initiatives;
Performance management and KPI implementation;
Talent development and succession planning;
HR policies, SOPs, governance, and process improvements;
Employee engagement and organisational culture initiatives;
Compensation, benefits, and workforce-related projects;
HR digitalisation and automation initiatives;
Management reporting and HR analytics; and
Other Group-level strategic or management projects.

The Executive Assistant will assist in translating plans and discussions into clear action items, timelines, responsibilities, and follow-up mechanisms.

4. Cross-Department Coordination

Act as a coordination point between the CHRO, Management Team, Department Heads, and relevant stakeholders.

Coordinate information, updates, and deliverables from different departments.

Follow up on assigned tasks, project deliverables, and management instructions.

Facilitate communication and alignment between relevant parties.

Identify communication gaps, delays, or unresolved matters and take appropriate follow-up action.

Build effective working relationships with stakeholders across different levels of the organisation.

Support the CHRO in ensuring key management decisions and initiatives are effectively communicated and executed.

5. Project Tracking & Execution Support

Develop and maintain project trackers, timelines, action plans, and progress reports.

Monitor project progress and follow up with responsible parties.

Ensure project responsibilities, deliverables, and deadlines are clearly documented.

Proactively identify outstanding issues, bottlenecks, and potential risks.

Take initiative to follow up and coordinate necessary actions to keep projects moving.

Prepare regular project status updates and highlight matters requiring management attention.

Support the CHRO in ensuring key initiatives are executed effectively from planning through implementation.

6. Documentation, Data & Management Reporting

Prepare reports, presentations, meeting materials, and management documents.

Assist in compiling HR data, workforce information, project updates, and management reports.

Consolidate information from different departments into clear and structured summaries.

Assist in drafting internal memos, announcements, policies, meeting minutes, and management communications.

Maintain proper filing, documentation, and version control of important documents.

Ensure accuracy, completeness, and timely updating of management information.

Handle confidential and sensitive information with the highest level of professionalism and discretion.

JOB REQUIREMENTS

Education & Experience

Diploma or Bachelor's Degree in Human Resources, Business Administration, Management, or other related disciplines.
Minimum 2–4 years of experience in an Executive Assistant, Personal Assistant, HR Executive, Project Coordinator, Management Support, or similar role.
Experience supporting senior management or working closely with business leaders will be an added advantage.
Experience in HR, organisational development, project management, or corporate management environments is preferred.

Requirements

Highly proactive, independent, and self-driven, with a strong sense of ownership and accountability.
Able to work independently with minimal supervision and does not rely on constant instructions to complete tasks.
Able to anticipate needs, identify gaps, and take initiative without waiting to be told what to do.
Strong organisational, coordination, and follow-up skills.
Excellent attention to detail and ability to manage multiple priorities simultaneously.
Strong problem-solving skills and resourcefulness in handling unexpected situations.
Able to organise complex information into clear trackers, reports, action plans, and management materials.
Comfortable working in a fast-paced and constantly evolving environment.
Able to exercise sound judgement in determining when to act independently and when to elevate matters.
Strong communication and interpersonal skills with the ability to coordinate across different levels of the organisation.
Mature, professional, and confident when communicating with Management and Department Heads.
Able to handle confidential and sensitive information with professionalism, discretion, and integrity.
Strong proficiency in Microsoft Office and Google Workspace, particularly Excel / Google Sheets, PowerPoint, and Google Slides.
Able to prepare professional reports, presentations, trackers, and management documents independently.

Language Requirements

Fluent in Mandarin and English, both written and spoken, is mandatory.
Proficiency in Bahasa Malaysia and English will be an added advantage.

IDEAL CANDIDATE PROFILE

We are not looking for a conventional Personal Assistant whose role is limited to managing calendars and appointments.

We are looking for someone who can independently manage priorities, keep track of multiple ongoing matters, and ensure important actions are followed through until completion.

The ideal candidate should be highly proactive and should not wait to be told what to do at every step.

This person should be able to:

Take ownership instead of waiting for instructions;
Independently organise and prioritise work;
Keep track of multiple projects, meetings, deadlines, and outstanding matters;
Identify what needs to be followed up and proactively chase the relevant stakeholders;
Notice gaps, missing information, and unresolved issues;
Think ahead and anticipate what is required next;
Convert discussions and management instructions into clear action plans;
Ensure important matters are followed through until completion;
Be resourceful in finding solutions and managing unexpected situations;
Work independently with minimal supervision;
Exercise maturity and good judgement when handling sensitive matters;
Know when to take action independently and when to elevate matters to the CHRO; and
Keep the CHRO informed of critical matters without requiring constant direction.

REPORTING LINE

Reports Directly To:

Chief Human Resources Officer (CHRO)

KEY WORKING RELATIONSHIPS