Executive, PA to CEO/Chairman

Sinergia Talents; Shah Alam; On-site; MYR 55,000 - 90,000; Full time

Job summary

Sinergia Talents is seeking an Executive Personal Assistant to the CEO/Chairman in Malaysia. The role requires high-level confidential support, diary management, travel planning, and professional drafting of correspondence.

You will coordinate meetings, prepare briefing papers, and maintain organized records while ensuring discretion and efficiency in all duties. Prior experience with board or senior management is essential.

Qualifications

• Bachelor’s degree or equivalent experience.
• Experience supporting a high-level executive team or board.
• Ability to draft routine letters and prepare briefing materials.

Responsibilities

• Provide high-level confidential secretarial and administrative support.
• Act as first point of contact for correspondence and calls.
• Proactively manage CEO/Chairman diary, coordinate meetings and briefings.
• Plan travel and accommodation when required.
• Maintain filing and data storage including emails.
• Draft minute meetings and manage routine letters with high standards.
• Support Board of Trustees meetings with agendas and papers.
• Prepare papers for Senior Management and follow up on actions.

Skills

Communication

Diary management

Time management

Organizational skills

Minute taking

Discretion/confidentiality

Education

Bachelor's Degree or equivalent

Job description

About the job Executive, PA to CEO/Chairman

JOB STATEMENT

• To provide high level confidential support to the Chief Executive Officer/Chairman by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

JOB SCOPE

• To act as a first point of contact dealing with correspondence and phone calls.
• To proactively manage and coordinate the diary of the Chief Executive Officer by prioritizing and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plan and organize travel and accommodation when required.
• Maintain effective filing and data storage including emails and retrieval systems ensuring the needs of the Chief Executive Officer are met.
• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Chief Executive Officer.
• To provide support for Board of Trustees meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, and following up actions points.
• Supporting the Chief Executive Officer to keep the Board of Trustees informed about the work of the organization and their appropriate training and induction.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To plan and manage key organizational events such as Staff briefings and others are required.
• Participate and contribute to organizational/teams meetings as required.
• Provide reports for Senior Management as required.
• Undertake any other appropriate duties as required to support the Chief Executive Officerto enable them to fulfill their role.
• Carry out all the duties with complete discretion and a high regard for confidentiality.
• Any other duties relevant to the needs of the organization and as directed.
• REQUIREMENTS
• Bachelors Degree or equivalent experience or similar qualifications.
• Experience of providing support to a Board of Trustees or similar high-level committee.
• Ability to take accurate minutes, including being able to interpret and sum up complexdiscussions concisely.
• Excellent interpersonal and communications skills.
• Excellent time management skills with the ability to manage multiple priorities anddeadlines.
• Strong organizational skills that reflect ability to perform and prioritize multiple taskseamlessly with excellent attention to detail.