Executive Assistant to Group COO

Apex Equity; Kuala Lumpur; On-site; MYR 90,000 - 150,000; Full time

Job summary

Apex Equity in Kuala Lumpur seeks an experienced Executive Assistant to support the Group COO with calendar management, meetings, travel, and high-priority administrative tasks.

You will gatekeep, screen correspondence, coordinate strategic initiatives, and prepare executive materials for Board and regulatory purposes, while liaising with stakeholders across units. This role demands discretion, integrity and strong English; Bahasa Malaysia is required and Mandarin is a plus.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Admin or related field.
• Minimum 6 years of Executive Support or PA experience, preferably for C-suite.
• Experience in Public Listed/financial services is an advantage.
• Proficient with MS Office; comfortable adopting AI productivity tools.
• Strong English communication; Bahasa Malaysia required; Mandarin preferred.
• Excellent organizational, coordination and stakeholder management skills.
• Discretion, integrity and ability to handle confidential information.

Responsibilities

• Manage the Group COO’s calendar, meetings, travel arrangements, executive priorities and administrative matters.
• Act as the Executive Office gatekeeper, screening correspondence, monitoring deadlines and prioritising key matters.
• Coordinate and track strategic initiatives, cross-functional projects and management action items to ensure timely completion.
• Liaise with business units, subsidiaries, department heads and external stakeholders to ensure effective communication and follow-up.
• Prepare and consolidate management reports, presentations, business updates and other executive-level materials for management, Board and regulatory purposes.
• Coordinate Board and Board Committee meetings, corporate events and executive activities, including meeting logistics and documentation.
• Handle confidential corporate, financial and personnel information with a high level of discretion and professionalism.
• Identify opportunities to improve Executive Office processes, reporting and operational efficiency.

Skills

Calendar mgmt

Executive support

Stakeholder mgmt

Discretion & integrity

MS Office

English proficient

Bahasa Malaysia

Mandarin preferred

Project coordination

Education

Bachelor's degree

Tools

MS Office (Excel/PP)

Job description

• Manage theGroup COO’s calendar, meetings, travel arrangements, executive priorities and administrative matters.


• Act as theExecutive Office gatekeeper, screening correspondence, monitoring deadlines and prioritising key matters.


• Coordinate and trackstrategic initiatives, cross-functional projects and management action itemsto ensure timely completion.


• Liaise withbusiness units, subsidiaries, department heads and external stakeholdersto ensure effective communication and follow-up.


• Prepare and consolidatemanagement reports, presentations, business updates and other executive-level materialsfor management, Board and regulatory purposes.


• CoordinateBoard and Board Committee meetings, corporate events and executive activities, including meeting logistics and documentation.


• Handleconfidential corporate, financial and personnel informationwith a high level of discretion and professionalism.


• Identify opportunities to improveExecutive Office processes, reporting and operational efficiency.

Job Requirements

• Bachelor’s Degree inAccounting, Finance, Business Administration or a related discipline; Accounting background is preferred.


• Minimum6 years of relevant experiencein Executive Support, Personal Assistance or Administration, preferably supportingC-suite executives or senior management.


• Experience in aPublic Listed Company, financial services or stockbroking environmentis an added advantage.


• Proficient inMicrosoft Office, particularly Excel and PowerPoint, with an interest in digital and AI productivity tools.


• StrongEnglish communication, business writing and minute-taking skills; proficiency in Bahasa Malaysia.Mandarin-speaking candidates are preferred.


• Strongorganisational, coordination, analytical, problem-solving and stakeholder management skills.


• Professional, mature, proactive and highly dependable, with strongdiscretion, integrity and attention to detailwhen handling confidential information.


• Able towork independently, manage multiple priorities and anticipate executive needsin a fast-paced environment.


• Good understanding ofcorporate governance and regulatory requirements, particularly within a Public Listed Company.


• Willing to workoutside normal working hours when required, particularly for Board meetings, financial reporting and corporate exercises.