Executive Personal Assistant

Melewar Steel Tube Sdn Bhd; Shah Alam; On-site; MYR 100,000 - 150,000; Full time

Job summary

An established industry player is seeking an Executive Personal Assistant to support the Group Chief Executive Officer. This pivotal role involves managing a complex schedule, facilitating communication, and overseeing administrative tasks. Successful candidates will demonstrate exceptional organizational and multitasking abilities, with a strong command of both English and Bahasa Malaysia. This position offers a unique opportunity to work closely with senior leadership in a dynamic environment, ensuring that high-impact priorities are met while maintaining professionalism and discretion. Join a leading manufacturer in Malaysia and contribute to impactful projects in various industries.

Qualifications

• Bachelor's degree in relevant fields is required, fresh graduates encouraged.
• Strong organizational, time management, and multitasking skills are essential.

Responsibilities

• Assist the GCEO with administration tasks and manage communications.
• Coordinate travel arrangements and maintain the GCEO's calendar.
• Prepare meeting materials and manage confidential information.

Skills

Organizational Skills

Time Management

Multitasking

Written Communication

Verbal Communication

Discretion

Proactivity

Education

Bachelor’s degree in Business Administration

Bachelor’s degree in Management

Bachelor’s degree in Communications

Tools

Microsoft Office Suite

Job description

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This role is an extension of the Group Chief Executive Officer (GCEO), ensuring efficiency and effectiveness in his daily tasks by creating capacity for him to focus on high-impact priorities. As the Executive Personal Assistant (PA), you will play a critical role in managing the GCEO’s schedule, communication, and administrative responsibilities, while also handling key projects and stakeholder relationships.

Key Responsibilities

General Administration & Executive Support

• Assist the GCEO with organizational, financial, and personal administration tasks on a daily basis
• Prioritize and manage multiple projects simultaneously, ensuring timely follow-up and execution
• Handle highly confidential information with professionalism and discretion
• Lead short-term projects and initiatives as assigned by the GCEO
• Exercise sound judgment in managing responsibilities and recognizing the scope of authority
• Manage all incoming and outgoing electronic communications on behalf of the GCEO
• Maintain strong relationships with internal and external stakeholders, including board members, executives, and key business contacts
• Ensure all correspondence is handled professionally, maintaining a positive and professional company image
• Follow up on important emails, responses, and requests related to the GCEO

Scheduling & Travel Coordination

• Manage and maintain the GCEO’s calendar, including scheduling high-level meetings, board meetings, EXCO meetings, and conferences
• Coordinate complex travel arrangements, including flights, accommodations, and itineraries for the GCEO, board members, and key executives
• Ensure all key events and important dates are highlighted and communicated to the GCEO in advance

Meetings & Documentation

• Prepare meeting materials, presentations, and reports for senior management team meetings and board discussions
• Organize logistics for board meetings and key internal meetings
• Take and distribute meeting minutes, ensuring action items are tracked and followed-up
• Maintain and update a database of key executive contacts
• Manage the GCEO’s expense claims and personal finances
• Maintain organized records of decisions, approvals, and signed documents
• Coordinate and facilitate document approvals required from the GCEO
• Ensure all files and records under your care are consistently updated and well-maintained

Other Key Responsibilities

• Provide written and oral translation between Bahasa Malaysia and English when required
• Purchase and coordinate the delivery of gifts for key relationships and stakeholders
• Build and maintain rapport with important stakeholders as instructed by the GCEO
• Any other tasks or duties assigned by the GCEO

Requirements & Qualifications

Bachelor’s degree in Business Administration, Management, Communications, or a related field (Fresh graduates are encouraged to apply)
Previous internship or administrative experience is a plus but not required
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong organizational, time management, and multitasking skills
Excellent written and verbal communication skills in English and Bahasa Malaysia
High level of discretion, professionalism, and ability to handle confidential information
Proactive, resourceful, and eager to learn from a fast-paced executive environment

How do your skills match this job?

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an Executive Personal Assistant?
• Which of the following Microsoft Office products are you experienced with?
• Which of the following languages are you fluent in?
• How would you rate your Bahasa Malaysia language skills?
• How would you rate your English language skills?

A leading manufacturer of steel products in Malaysia. Our products are widely used in the construction, furniture, automotive, bicycle, and engineering industries. We are looking for a qualified individual for the following position: