Executive Assistant to the Chief Executive Officer (CEO)

Quest International University; Ipoh; On-site; MYR 50,000 - 70,000; Full time

Job summary

A higher education institution in Ipoh is seeking an Executive Assistant to provide high-level support to the CEO. Responsibilities include managing the CEO's schedule, liaising with stakeholders, and preparing for meetings. Ideal candidates will possess a Bachelor's degree and excellent communication skills, particularly in English. An advantage is proficiency in Mandarin. This role requires strong organizational skills and the ability to handle confidential information.

Qualifications

• Strong attention to detail is crucial.
• Ability to maintain integrity and discretion with confidential information.
• Capability to manage multiple tasks.

Responsibilities

• Provide high-level executive support to the CEO.
• Manage scheduling, travel arrangements, and communications.
• Prepare agendas and record minutes for meetings.

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

Education

Bachelor's degree or equivalent work experience as an EA

Tools

Microsoft Office

Job description

Executive Assistant to the Chief Executive Officer (CEO)

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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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• Administrative Support – Manage requests that require the CEO’s approval. Maintaining comprehensive and accurate records.
• 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.
• Undertake any other duties assigned by the CEO.

Skills & Qualifications

• 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.