Executive Personal Assistant

Prosperity River; Kuala Lumpur; On-site; MYR 90,000 - 120,000; Full time

Job summary

Prosperity River in Kuala Lumpur, Malaysia, seeks an exceptionally capable Executive Assistant/Operations Coordinator to function as the Founder’s primary operational force multiplier. You will manage business operations and personal logistics, preserving confidentiality and minimizing cognitive load through structured processes.

The role blends 60% corporate operations with 40% personal/lifestyle orchestration, including travel planning, calendar integrity, and vendor management, enabling the

Qualifications

• Bachelor degree or higher required.
• Experience supporting Founders/MDs or UHNWIs advantageous.
• Highly creative and autonomous with strong organisational skills.
• Valid work permit for Malaysia.

Responsibilities

• Lead the entire sales cycle.
• Achieve monthly sales objectives.
• Qualify the customer needs.
• Negotiate and contract.
• Master demos of our software.

Skills

Executive Support

Meeting Coordination

Documentation & Proposals

Digital Literacy

Education

Bachelor Degree or Higher

Tools

Google Workspace

Apple Ecosystem

Notion

Asana

ClickUp

Trello

Job description

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

1. 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.

2. 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

• Lead the entire sales cycle
• Achieve monthly sales objectives
• Qualify the customer needs
• Negotiate and contract
• Master demos of our software

Must Have

• Bachelor Degree or Higher
• Passion for software products
• Highly creative and autonomous
• Valid work permit for Malaysia

Nice to have

• Experience in writing online content
• Additional languages
• Strong analytical skills

What's great in the job?

• Great team of smart people, in a friendly and open culture
• No dumb managers, no stupid tools to use, no rigid working hours
• No waste of time in enterprise processes, real responsibilities and autonomy
• Expand your knowledge of various business industries
• Create content that will help our users on a daily basis
• Real responsibilities and challenges in a fast evolving company

Each employee has a chance to see the impact of his work.You can make a real contribution to the success of the company.
Several activities are often organized all over the year, such as weeklysports sessions, team building events, monthly drink, and much more

A full-time position
Attractive salary package.

Trainings

12 days / year, including
6 of your choice.

Sport Activity

Play any sport with colleagues,
the bill is covered.