Executive Assistant to Group COO

Apex Equity Holdings Berhad; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Benefits offered by this job

Annual bonus

Medical insurance

20 days annual leave

Training & development

Governance exposure

Senior management exposure

Job summary

Apex Group is seeking an Executive Assistant to the Group Chief Operating Officer in Kuala Lumpur to go beyond traditional admin support—connecting people, information and priorities, and driving execution.

You will manage the COO's calendar, coordinate travel, prepare materials, monitor board and regulator deadlines, and liaise with senior management and subsidiaries in a Public Listed Company environment.

Qualifications

• Bachelor's degree required; accounting background preferred.
• 6+ years in Executive Support or C-suite/board environment.
• Exposure to Public Listed Company, financial services or stockbroking environment preferred.
• Excellent written and spoken English; strong minute-taking and business drafting skills; Bahasa Malaysia required; Mandarin helpful.

Responsibilities

• Manage and prioritise the Group COO's calendar, meetings, travel and executive priorities, including preparation of meeting materials and tracking of key decisions and action items.
• Monitor Board, Bursa Malaysia and other regulatory reporting deadlines and ensure timely follow-up and execution.
• Screen and triage incoming requests, correspondence and meeting invitations; exercise judgement on what requires COO's attention.
• Coordinate travel and meeting arrangements, process business claims and administrative matters.
• Coordinate with subsidiaries and stakeholders to track strategic initiatives and support prioritisation of critical matters.
• Draft, proofread and format correspondence, minutes, reports and presentation materials for Board and external audiences.

Skills

Minute taking

Business drafting

MS Office (Excel/PowerPoint)

English proficiency

Bahasa Malaysia

Mandarin language

Education

Bachelor's Degree in Accounting/Finance/Business Administration

Tools

Microsoft Office

Job description

Annual performance bonus (subject to company and individual performance)

Medical and insurance coverage

20 days of annual leave entitlement

Training and professional development opportunities

Exposure to corporate governance practices within a Public Listed Company environment

Opportunity to work closely with Senior Management and Board members

Professional and collaborative workplace culture

Be the engine behind Group-level execution.

Are you highly organised, commercially aware and comfortable working with senior leaders?

We are looking for an Executive Assistant to the Group Chief Operating Officer (Group COO) who can go beyond traditional administrative support — someone who can connect people, information and priorities, drive follow-through, and help turn management decisions into execution.

This is an opportunity to work closely with senior management in a Public Listed Company environment, gaining exposure to strategic initiatives, corporate governance, Board matters and cross-functional business operations.

As the Group COO's trusted Executive Office partner, you will help ensure that:

You will manage information flow, coordinate critical initiatives, monitor commitments and provide the Group COO with clear, timely and decision-ready information.

What You’ll Be Doing

Manage and prioritise the Group COO's calendar, meetings, travel and executive priorities, including preparation of meeting materials and tracking of key decisions and action items.

Monitor Board, Bursa Malaysia and other regulatory reporting deadlines, and ensure timely follow-up and execution.

Act as gatekeeper to the Executive Office — screen and triage incoming requests, correspondence and meeting invitations, exercising judgement on what requires the Group COO's attention and what can be redirected or handled independently.

Coordinate travel and meeting arrangements, and process business claims and related administrative matters.

Coordinate with business units, subsidiaries and stakeholders to track strategic initiatives and management action items, and support the Group COO in prioritising critical matters.

Assist in coordinating projects and initiatives across the functions under the Group COO's oversight, tracking deliverables, follow-up items and timelines through to completion.

Follow up with subsidiary and department heads on outstanding deliverables on the Group COO's behalf, and escape slippage early.

Serve as a key liaison between the Group COO and internal and external stakeholders, ensuring effective communication and information flow.

Draft, proofread and format correspondence, minutes, reports and presentation materials to a standard suitable for Board, regulator, banker and external stakeholder audiences.

Consolidate business updates and analyse operational and financial information into concise summaries, dashboards and briefing notes for executive review.

Bachelor's Degree in Accounting, Finance, Business Administration or a related discipline. An Accounting background is strongly preferred.

Minimum 6 years of relevant experience in Executive Support, Personal Assistance or Administration, supporting C-suite executives, senior management or a corporate/Board environment.

Exposure to a Public Listed Company, financial services or stockbroking environment is strongly preferred.

Proficient in Microsoft Office, particularly Excel and PowerPoint, and comfortable adopting digital and AI productivity tools.

Excellent written and spoken English with strong minute-taking and business drafting skills, and proficiency in Bahasa Malaysia. Mandarin-speaking candidates are preferred.

Must handle price-sensitive and confidential Group information with absolute discretion, in line with the Bursa Malaysia Main Market Listing Requirements and the Capital Markets and Services Act 2007.

Willing to work outside normal hours during reporting, board and corporate exercise cycles.

Anticipates needs rather than reacting — connects the dots, follows through and gets things done.

Exercises sound judgement, discretion, integrity and professionalism when handling confidential and sensitive information.

Mature, proactive, resourceful and highly dependable, with excellent attention to detail.

Apex Group is a conglomerate with roots dating back to the incorporation of Apex Equity Holdings Berhad (AEHB) on 21st November 1990. Throughout the years, we have continuously enhanced our services and expanded our product offerings to meet the needs of retail, corporate, and institutional investors, both locally and internationally.

Therefore, we have the expertise to deliver a comprehensive range of services, including stockbroking, property holding, property development and money lending through our three subsidiaries: Apex Securities, Apex Development and Apex Equity Capital.

Apex Group is a conglomerate with roots dating back to the incorporation of Apex Equity Holdings Berhad (AEHB) on 21st November 1990. Throughout the years, we have continuously enhanced our services and expanded our product offerings to meet the needs of retail, corporate, and institutional investors, both locally and internationally.

Therefore, we have the expertise to deliver a comprehensive range of services, including stockbroking, property holding, property development and money lending through our three subsidiaries: Apex Securities, Apex Development and Apex Equity Capital.

What can I earn as an Executive Assistant