Executive Personal Assistant

Prodigee Media; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A dynamic media agency in Selangor is seeking an experienced Executive Support professional to manage complex calendars, coordinate meetings, and handle confidential information. The ideal candidate will have at least 3 years of experience in a similar role, strong organizational skills, and proficiency in productivity tools like Google Workspace and Microsoft Office. Excellent English and Chinese communication skills are required, alongside a high level of discretion and professionalism.

Qualifications

• 3+ years of experience in an EA, PA, or similar executive support role.
• High level of discretion, reliability, and professional maturity.
• Ability to anticipate needs and solve problems proactively.

Responsibilities

• Manage complex calendars and coordinate appointments.
• Prepare agendas and documentation for leadership meetings.
• Support preparation of reports and business communications.
• Act as the point of contact between executives and internal teams.
• Coordinate cross-departmental activities.

Skills

Organisational skills

Written communication

Verbal communication

Problem-solving

Interpersonal skills

Education

Diploma or degree in Business Administration, Communications, or related field

Tools

Google Workspace

Microsoft Office

Task/project management tools

Job description

Executive Support

• Manage complex calendars, schedule meetings, and coordinate internal and external appointments.
• Prepare agendas, briefs, documentation, and follow-up actions for leadership meetings.
• Support the preparation of reports, presentations, and business communications.
• Act as the primary point of contact between executives and internal teams.
• Coordinate cross‑departmental activities and ensure smooth communication flow.
• Prepare presentations for clients.

Operational & Project Support

• Track deliverables, timelines, and task progress for ongoing product and creative initiatives.
• Conduct research and compile information needed for decision‑making.
• Assist in maintaining documentation, workflows, and productivity tools used by the Product and creative teams.
• Coordinate travel arrangements and logistical planning for business activities, events, and site visits.
• Co‑ordinate and ensure functioning set‑ups for events.
• Handle expense and claims reporting.

Confidential & Discretionary Support

• Handle sensitive information with utmost confidentiality and professionalism.
• Review and prioritise communications, ensuring timely responses and appropriate delegation.

Productivity‑Enabling Personal Support

• Assist leadership with occasional personal tasks that directly support their ability to stay focused on business responsibilities (e.g., schedule coordination, essential errands, personal logistics aligned with work commitments).
• Ensure seamless integration of schedules to optimise overall time management and efficiency.

Requirements

• Diploma or degree in Business Administration, Communications, or a related field.
• 3+ years of experience in an EA, PA, or similar executive support role.
• Strong organisational skills with the ability to manage multiple priorities in fast‑paced environments.
• Excellent written and verbal communication skills (English and Chinese).
• High level of discretion, reliability, and professional maturity.
• Proficiency in productivity tools (Google Workspace, Microsoft Office, task/project management tools).
• Ability to anticipate needs, solve problems proactively, and work independently.

Preferred Traits

• Strong interpersonal skills and ability to work with senior stakeholders.
• Adaptable, resourceful, and able to navigate both business‑related and occasional personal tasks with ease.
• Detail‑oriented, dependable, and comfortable handling complex schedules and competing priorities.