Executive Assistant to the Chief Executive Officer (CEO)

Quest International University; Ipoh; On-site; MYR 45,000 - 60,000; Full time

Job summary

An educational institution in Malaysia seeks an Executive Assistant to the CEO. This role requires managing the CEO’s calendar, coordinating meetings, handling sensitive communications, and performing various administrative tasks. Candidates should have a bachelor's degree and prior experience as an Executive Assistant with excellent verbal and written communication skills. Proficiency in Microsoft Office and a command of Mandarin is an added advantage. A demanding role in a fast-paced environment focused on fostering efficient operations.

Qualifications

• Prior experience as an Executive Assistant to senior management.
• Ability to manage confidential information with integrity.
• Willingness to travel as required.

Responsibilities

• Provide executive support, manage the CEO's calendar.
• Serve as liaison for internal and external stakeholders.
• Coordinate meetings and follow up on action plans.
• Prepare travel arrangements and manage itineraries.
• Handle administrative requests for CEO's approval.
• Research and prioritize incoming issues for the CEO.
• Undertake additional duties as assigned by the CEO.

Skills

Excellent verbal and written communication skills

Excellent organizational skills

Excellent time management skills

Excellent problem solving skills

Ability to function well in a high-paced environment

Strong written and spoken command in Mandarin

Education

Bachelor's degree or equivalent work experience

Tools

Microsoft Office tools

Job description

Executive Assistant to the Chief Executive Officer (CEO)

Quest International University – Ipoh, Perak

The Executive Assistant is responsible to provide high-level executive and administrative support to the CEO. This position requires the individual to handle matters expeditiously, proactively, and follow - through tasks that facilitate the CEO's duties to effectively lead the University.

Job Descriptions:

Your responsibilities will include the following:

1. Executive Support, Calendar Management

Work directly with the CEO to support all aspects of his duties.

Manage professional and personal scheduling such as meeting appointments, speaking engagements, and travel arrangements.

Exercise discretion in prioritising, committing time and evaluating needs to ensure CEO’s schedule is effectively managed.

Work closely and effectively with the CEO to keep him well informed of

upcoming commitments and responsibilities, priority issues and following up appropriately

2. Liaison for Internal and External Stakeholders

Serve as a primary point of contact between the CEO’s office for internal and external parties.

Interact seamlessly with internal and external stakeholders.

Manage incoming communication, review contents, determines importance, and summarizes and/or distributes content to appropriate Faculties or Divisions.

3. Meeting Preparation, Management and Follow-up

Schedule, coordinate and attend meetings, preparing the agenda of meetings, recording minutes of meetings.

Follow up on the action plans, which includes helping to coordinate the work of the various Faculties and Divisions under the CEO’s purview

4. Travel Preparation and Management

Coordinating and arranging detailed travel plans, itineraries, agenda and compiling documents for travel-related meetings.

Keep the CEO advised of personnels present, presentation or speaking engagement required and if necessary, travel ahead to the meeting location to ensure arrangements are made before the meeting if necessary.

To coordinate tasks with the relevant Faculties or Division after the trip, if

5. Administrative Support

Manage requests that require the CEO’s approval.

Maintaining comprehensive and accurate records.

6. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.

7. Undertake any other duties assigned by the CEO.

Required Skills/Abilities:

Bachelor's degree or equivalent work experience as an EA to a senior management personnel.

Excellent verbal and written communication skills, proficient in English.

Excellent organizational skills and attention to detail.

Excellent time management skills and ability to multi-task.

Excellent problem solving skills

Ability to function well in a high-paced environment.

Able to maintain a high level of integrity and discretion in handling confidential information.

Ability to travel, when necessary.

Extensive knowledge of office administration, clerical procedures, and record keeping systems.

Proficient with Microsoft Office tools.

Added Advantage: Strong written and spoken command in Mandarin.