Executive Assistant to Executive Director

NEXTGREEN PULP & PAPER SDN. BHD.; Kuala Lumpur; On-site; MYR 48,000 - 60,000; Full time

Job summary

A leading paper manufacturing company in Kuala Lumpur is seeking an Executive Assistant to the Executive Director. Responsibilities include managing schedules, organizing meetings, and drafting communications. The ideal candidate should have strong organizational skills, 3-5 years of experience supporting senior leaders, and proficiency in MS Office. Proficiency in Mandarin is advantageous for communication with stakeholders. This role may require occasional evening or weekend hours to support events.

Qualifications

• 3-5+ years as an executive assistant or similar role.
• Proficiency in Mandarin is advantageous.
• Cross-cultural communication experience is a plus.

Responsibilities

• Manage the Executive Director’s calendars and meetings.
• Coordinate logistics for board meetings and events.
• Draft emails, memos, and reports on behalf of the Executive Director.

Skills

Proficient in MS Office

Excellent communication skills

Organizational skills

Time management

Discretion and professionalism

Education

Bachelor's degree in relevant field

Job description

Executive Assistant to Executive Director

• Act as the point of contact for executives, employees, clients and other external partners on all matters pertaining to the Executive Director, including highly confidential or critical issues.
• Manage information flow in a timely and accurate manner.
• Prioritize inquiries and requests, troubleshoot conflicts, and make sound judgments to ensure smooth day-to-day operations.
• Manage the Executive Director’s calendars and set up meetings; schedule meetings, draft agendas, record meeting minutes, and track follow-up items.
• Coordinate logistics for board meetings, leadership team meetings, and special events.
• Draft, proofread, and manage emails, memos, and reports on behalf of the Executive Director.
• Make travel and accommodation arrangements.
• Perform general administrative duties, including answering calls and processing mail.
• Manage internal and external projects in coordination with other departments and/or organizations on behalf of the Executive Director.
• Work closely with the Executive Director to keep them informed of upcoming commitments, deadlines, meetings, and responsibilities.
• Maintain organized filing systems (digital and physical) for confidential documents.
• Support the preparation of presentations and reports.
• Provide a bridge for smooth communication between the Executive Director and departmental heads.
• Provide event management support as requested.
• Provide hospitality to guests and clients to create a welcoming environment.
• Assist in tracking and execution of strategic initiatives or special projects under the ED's direction.
• Follow up with staff and stakeholders to ensure project deadlines and deliverables are met.
• Influence employees to encourage efficiency and align with company goals.
• Anticipate the needs of the Executive Director and offer proactive support.
• Perform other tasks assigned by the Executive Director.

Job Requirements

• Education/experience: Minimum of Bachelor’s degree in business/commerce/economics/finance, communications, public relations, or related/equivalent experience.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and other productivity tools.
• Proven experience (typically 3–5+ years) as an executive assistant or similar administrative role supporting senior leadership.
• This position may require occasional evening or weekend hours to support meetings and events.
• This position may require communication with international stakeholders; cross-cultural or international experience is an asset.
• Proficiency in Mandarin is advantageous due to potential engagement with Mandarin-speaking partners or stakeholders.
• Excellent written and verbal communication skills.
• Exceptional organizational and time-management skills with the ability to multitask and prioritize to meet deadlines.
• High level of discretion and professionalism with confidential information.
• Ability to work well within a cross-functional team and in a fast-paced environment.
• Ability to react with appropriate urgency to situations requiring quick response or turnaround.
• Ability to make informed decisions regarding priorities and to complete a high volume of tasks with minimal guidance.
• Ability to maintain integrity and discretion in handling confidential information.
• Familiarity with board governance procedures and protocols.
• Ability to work independently, exercise mature professional judgment, and use discretion.