Executive Personal Assistant to Director (Mandarin Speaker)

Thoth AI Sdn Bhd; Kuala Lumpur; On-site; MYR 67,000 - 112,000; Full time

Job summary

Thoth AI Sdn Bhd is seeking an Executive Personal Assistant to support the Director in Kuala Lumpur. The role requires fluency in Mandarin and English and involves managing calendars, prioritizing meetings, and coordinating with internal teams and external partners.

You will prepare agendas, briefing materials, reports, and presentations, attend meetings as needed, and ensure confidential information is handled with discretion while driving efficient executive collaboration.

Qualifications

• Bachelor's Degree in any field.
• At least 3 years of experience as a Personal Assistant, Executive Assistant, Secretary, or in a similar support role.
• Fluent in Mandarin and English (spoken and written).
• Well-organized, detail-oriented, and able to manage multiple tasks and priorities.
• Proficient in Microsoft Office applications.
• Independent, proactive, and discreet handling of confidential information.

Responsibilities

• Manage Director's calendar, priorities, appointments, and business engagements.
• Coordinate executive meetings, leadership discussions, and stakeholder engagements, including preparing agendas and briefing materials.
• Prepare presentations, reports, executive summaries, and business correspondence.
• Attend meetings when required and track action items for timely execution.
• Maintain confidentiality of sensitive information with the highest professionalism.
• Serve as a key point of contact between the Director and internal teams, clients, and partners.

Skills

Mandarin language

English language

Executive support

Calendar management

Communication

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Executive Personal Assistant to Director (Mandarin Speaker)

Manage the Director's calendar, priorities, appointments, and business engagements to ensure effective time management and alignment with company objectives.

Coordinate executive meetings, leadership discussions, and stakeholder engagements, including preparing agendas, briefing materials, and follow-up actions.

Prepare presentations, reports, executive summaries, and business correspondence to support decision-making and strategic discussions.

Attend meetings when required, capture key outcomes, and monitor action items to ensure timely execution across teams.

Maintain and manage confidential documents, records, and sensitive information with the highest level of professionalism and discretion.

Stakeholder & Business Coordination

Serve as a key point of contact between the Director and internal teams, clients, partners, and external stakeholders.

Manage and prioritize communications, ensuring important matters are addressed efficiently and escalated when necessary.

Coordinate with department heads and project owners to track deliverables, monitor progress, and provide updates to the Director.

Support cross-functional initiatives by facilitating communication and collaboration across business functions.

Assist in the preparation of business updates, management reports, and executive presentations for internal and external meetings.

Strategic & Project Support

Support the Director in strategic projects, business initiatives, and corporate priorities.

Conduct research, gather insights, and compile information to support business planning and decision-making.

Monitor project timelines, action plans, and follow-up activities to ensure successful execution.

Anticipate business and operational needs, proactively identifying opportunities to improve efficiency and effectiveness.

Undertake special projects and ad-hoc assignments as directed by the Director.

Project Coordination & Follow-Up

Monitor project progress, key deliverables, and action items on behalf of the Director.

Coordinate with internal teams to ensure timely execution and follow-up of business priorities.

Prepare reports, summaries, and status updates for management review.

Conduct research and gather insights to support business planning and decision-making.

Executive & Confidential Support

Maintain strict confidentiality when handling sensitive business information and documents.

Provide proactive support to the Director in managing priorities and day-to-day matters.

Assist with special projects and ad hoc initiatives to support business objectives.

Requirement:

Bachelor's Degree in any field.

At least 3 years of experience as a Personal Assistant, Executive Assistant, Secretary, or in a similar support role.

Able to communicate fluently in Mandarin and English (both spoken and written) as the role will involve working closely with China-based stakeholders and business partners.

Well-organized, detail-oriented, and able to manage multiple tasks and priorities effectively.

Good working knowledge of Microsoft Office applications.

Able to work independently, take initiative, and handle tasks with minimal supervision.

Strong communication and problem-solving skills.

Professional, trustworthy, and able to handle confidential information with discretion.

Experience supporting Directors or Senior Management will be an added advantage.