Executive Personal Assistant

Prosperity River Sdn. Bhd.

Kuala Lumpur

On-site

MYR 134,000 - 201,000

Full time

8 days ago

Application generator

Turn this role into an interview — a resume and cover letter built around what this employer wants.

Get past ATS filters

Benefits offered by this job

Full-time position

Attractive salary package

Job summary

Prosperity River Sdn. Bhd. in Kuala Lumpur seeks an experienced Executive Assistant/Operations Coordinator to support the Founder with a 60/40 split between business operations and personal logistics.

You will manage communications, coordinate meetings, prepare documents, and ensure confidentiality across corporate and private affairs. The role requires flawless English, Bahasa Malaysia fluency, and autonomy in using Google Workspace and common task platforms.

Qualifications

Bachelor degree or higher is required.
Perfect written English and professional fluency in Bahasa Malaysia.
Autonomous, highly creative, and able to manage confidential information.
Experience supporting founders or UHNW individuals is a plus.

Responsibilities

Lead the full sales cycle and qualify customer needs.
Negotiate and contract with clients and partners.
Master demos of our software to prospects.
Coordinate executive meetings, minutes, and action items.
Manage corporate and personal scheduling and communications.

Skills

Executive support

Operations coordination

Discretion

Communication

Autonomy

Education

Bachelor's Degree or Higher

Tools

Notion

Asana

ClickUp

Trello

Google Workspace

Apple ecosystem

Job description

Role Objective

Serve as the primary operational force multiplier and executive gatekeeper to the Founder. This role requires seamless execution across a calibrated 60% Business Operations and 40% Personal/Lifestyle Orchestration split. The EPA provides context‑aware leverage, prevents cognitive overload, and maintains zero operational slippage across commercial engagements, corporate administration, and personal logistics.

Key Responsibilities

Business Operations & Executive Leverage (60%)
Executive Communication & Gatekeeping: Filter, triage, and manage inbound communications (email, WhatsApp, LinkedIn). Draft high-polish, context‑aware correspondence to corporate clients, technology partners, and external stakeholders.
Meeting Architecture & Governance: Coordinate executive meetings, prepare pre-briefing notes, document structured minutes, capture action items, and enforce deadline accountability across internal and external teams.
Documentation & Commercial Support: Assist in compiling, formatting, and proofreading client proposals, enterprise pitch decks, commercial service agreements, and tender submissions under strict confidentiality.
Corporate Secretarial & Compliance Interface: Coordinate with external company secretaries, tax agents, auditors, and legal counsel to track annual returns, board resolutions, invoice approvals, and statutory deadlines.
System & Workflow Hygiene: Maintain task tracking systems (Notion, ClickUp/Asana, CRM, and Google Workspace), ensuring project milestones and client deliverables are up to date.
Personal Operations & Lifestyle Orchestration (40%)
Unified Master Scheduling: Manage an integrated master calendar that synchronizes business engagements with private commitments, health/wellness routines, and personal appointments without scheduling conflicts.
End-to-end Travel Logistics: Architect detailed domestic and international travel itineraries—including flight bookings, premium transfers, visa requirements, hotel accommodations, and dining reservations—complete with contingency buffers.
Private Financial & Administrative Administration: Reconcile personal credit card statements, manage private expense claims, track utility/insurance renewals, and coordinate personal banking paperwork.
Asset & Vendor Management: Oversee personal lifestyle vendors (vehicle servicing/road tax, residential property maintenance, health appointments, and personal deliveries).
Ad-Hoc High-Priority Errands: Execute time-sensitive personal requests and coordinate discrete family or private logistics with absolute discretion.

Candidate Requirements

Experience: Minimum 3–5 years of direct experience as an Executive Assistant, Executive Personal Assistant, or Operations Coordinator supporting Founders, Managing Directors, or Ultra-High-Net-Worth Individuals (UHNWIs).
Dual-Domain Fluency: Proven track record of managing both corporate business administration and private executive lifestyles without role resistance.
Language Proficiency: Flawless written and spoken corporate English (boardroom caliber) and professional fluency in Bahasa Malaysia.
Digital Literacy: High competence in Google Workspace, Apple ecosystem, modern task management software (Notion, Asana, ClickUp, or Trello), and digital banking/travel apps.
Discretion & Context Switching: Absolute non-disclosure compliance regarding sensitive corporate, financial, and personal affairs; high emotional stability under shifting priorities.
Mobility & Flexibility: Possession of a valid driving license (Class D) and own transport for occasional time-sensitive operational tasks (role is strictly non-chauffeur).

Performance Metrics (First 90 Days)

Calendar Integrity: Zero double-bookings, meeting overlaps, or unbuffered transit conflicts.
Execution Velocity: Inbound client messages and action items acknowledged and routed within defined SLAs.
System Hygiene: Master tracker operational for all corporate filings, active client proposals, and personal recurring renewals.
Founder Leverage Ratio: Measurable reduction in the Founder’s administrative and logistical workload within 30 days of onboarding.

Responsibilities