Executive Assistant to Executive Director

INDADI UTAMA (MALAYSIA) SDN.BHD.; Petaling Jaya; On-site; MYR 150,000 - 200,000; Full time

Job summary

A leading enterprise in Malaysia is seeking an experienced Executive Assistant to support the Executive Director. The role involves managing communications, organizing travel, scheduling meetings, and handling confidential information with discretion. Ideal candidates should have a minimum of 4 years of relevant experience and a Bachelor's degree in Business Administration or a diploma in Secretarial studies.

Qualifications

• Minimum 4 years of relevant experience as an Executive Assistant for C-Level.
• Ability to prioritize tasks and manage competing priorities in a fast-paced environment.
• Flexible and willing to work beyond normal office hours when required.

Responsibilities

• Act as the first point of contact for the executive director.
• Manage correspondence and the executive director's calendar.
• Coordinate and prepare for meetings, including agendas and minutes.
• Arrange travel and prepare detailed itineraries.

Skills

Strong communication skills

Organizational skills

Proficiency in Microsoft Office

Time management

Interpersonal skills

Education

Bachelor’s Degree in Business Administration

Diploma in Secretarial

Job description

Executive Assistant to Executive Director

Act as the first point of contact for the executive director, screening and directing incoming calls, emails, and visitors. Manage correspondence on their behalf.

Responsibilities

• Gatekeeping and communication: Act as the first point of contact for the executive director, screening and directing incoming calls, emails, and visitors. Manage correspondence on their behalf.
• Calendar Management: Expertly manage and prioritize the executive director's complex calendar, including scheduling meetings, appointments, and speaking engagements to align with strategic priorities.
• Travel Coordination: Arrange comprehensive domestic and international travel, including flights, hotels, and transportation. Prepare detailed itineraries and manage expense reports.
• Meeting preparation: Coordinate and prepare for meetings by drafting agendas, assembling materials, and gathering relevant background information. Take minutes and track follow‑up action items.
• Information and document management: Maintain organized digital and physical filing systems for confidential and sensitive documents, ensuring easy retrieval.
• Project Management: Assist in tracking and executing strategic initiatives and special projects. Monitor deadlines and follow up to ensure deliverables are met.
• Research and reporting: Conduct research and gather information as needed to support the executive director’s decision‑making.
• Process improvement: Identify opportunities to streamline administrative processes and workflow to increase overall efficiency.
• Strategic partnership: Act as a bridge for smooth communication between the executive and departmental heads.
• Discretion: Handle confidential and sensitive information with the highest level of integrity and discretion.
• Proactivity: Anticipate the needs of the executive director, offering proactive support and solutions to prevent problems before they arise.
• Judgment: Exercise mature professional judgment to make sound decisions regarding priorities with minimal guidance.

Qualifications

• Minimum 4 years and above relevant experience as a Executive Assistant for C‑Level with proven track record.
• Bachelor’s Degree in Business Administration or Diploma in Secretarial.
• Strong communication skills written, oral and presentation – confident in articulating viewpoints and a persuasive speaker.
• Exceptional organizational and time management skills, with the ability to prioritize tasks, manage competing priorities, meet deadlines in a fast‑paced setting and adapt to changing priorities.
• Strategic thinker with the ability to anticipate needs, identify opportunities, and provide proactive support to the executive team.
• Highly organized, meticulous, and resourceful with strong follow‑up skills.
• Exceptional interpersonal skills and professional demeanor.
• Ability to work under pressure and handle multiple priorities.
• Proficiency knowledge of Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and PowerPoint.
• Flexible and willing to work beyond normal office hours, including weekends, when required.