Executive Assistant to Group CEO | Strategic Admin Partner

Apex Equity Holdings Berhad; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading financial services firm in Malaysia is seeking a Secretary/Personal Assistant to the Group CEO. The role involves managing the Directors’ schedules, organizing meetings, and maintaining important documents. Candidates should have a Diploma or Bachelor's degree, and 2-3 years of relevant experience, alongside strong communication skills, especially in Mandarin. Proficiency in Microsoft Office is essential. The ideal candidate will be well-organized, capable of multitasking, and able to maintain confidentiality in a fast-paced environment.

Qualifications

• Minimum 2-3 years of experience in a similar role.
• Must be smart, highly organized, and possess strong problem-solving skills.
• Strong ability to maintain confidentiality.

Responsibilities

• Manage the Directors’ schedules, including appointments, meetings, and travel arrangements.
• Prepare and manage confidential correspondence, reports, and presentations.
• Take meeting minutes and ensure timely follow-up on action points.
• Serve as the primary point of contact between the Directors and internal/external stakeholders.
• Organize and coordinate internal meetings, board meetings, and special events.
• Assist with project tracking, reporting, and documentation on behalf of the Directors.
• Maintain a filing system for important and confidential documents.
• Ensure timely submission and archiving of reports and key organizational records.
• Screen phone calls, emails, and visitors, and handle inquiries efficiently.
• Liaise with staff, suppliers, and clients on behalf of the Directors.
• Support the admin team in managing office supplies, logistics, and service providers.
• Provide backup administrative support to other departments during peak periods or staff absences.

Skills

Strong communication skills

Interpersonal skills

Problem-solving skills

Organizational skills

Ability to prioritize tasks

Proficiency in Mandarin

Proficiency in English

Proficiency in Bahasa Malaysia

Education

Diploma or Bachelor's degree in Administration, Business, or related field

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

A leading financial services firm in Malaysia is seeking a Secretary/Personal Assistant to the Group CEO. The role involves managing the Directors’ schedules, organizing meetings, and maintaining important documents. Candidates should have a Diploma or Bachelor's degree, and 2-3 years of relevant experience, alongside strong communication skills, especially in Mandarin. Proficiency in Microsoft Office is essential. The ideal candidate will be well-organized, capable of multitasking, and able to maintain confidentiality in a fast-paced environment.