Executive Secretary

Joey Yap Research International; Kuala Lumpur; On-site; MYR 60,000 - 120,000; Full time

Job summary

Joey Yap Group is seeking an Executive Secretary to provide direct support to the Managing Director. You will manage calendars, travel, correspondence, personal administration and day-to-day coordination with strict discretion.

The role requires proactive, detail-oriented handling in a fast-paced environment with evolving priorities and access to confidential information. Strong English, Bahasa Malaysia, and travel coordination experience are essential.

Qualifications

• Diploma or Degree in any field.
• Minimum 2 years of experience in Executive Assistant/Personal Assistant roles.
• Excellent written and spoken English; Bahasa Malaysia is a plus.
• Mandarin/Cantonese is an added advantage but not essential.

Responsibilities

• Manage executive calendar, schedule and meetings; screen requests and coordinate travel.
• Research, compare and book international travel; manage itineraries and loyalty programs.
• Draft and translate correspondence; handle confidential bills, banking and records.
• Coordinate personal administration and household arrangements with discretion.

Skills

Calendar management

Travel coordination

Discretion

Professional English

Bahasa Malaysia proficiency

AI tools (ChatGPT, etc)

Microsoft Office

Google Workspace

Slack

Driving licence

Education

Diploma or Degree

Tools

Microsoft Office

Google Workspace

Slack

Job description

We are looking for a highly capable and discreet Executive Secretary to provide direct executive support to Managing Director.

This is not a general administrative role. You will play a key role in managing the executive’s calendar, travel, correspondence, personal administration and day-to-day coordination, ensuring that important matters are handled accurately, efficiently and with strong attention to detail.

The ideal candidate is proactive, resourceful and comfortable working in a fast-paced environment where priorities can change quickly. You should be able to assess situations, research options, make practical recommendations and follow tasks through to completion.

You will also have access to confidential personal, family, financial and business information. Absolute discretion and confidentiality are essential.

Job Description:

1. Executive Calendar & Schedule Management

Manage and organise the executive’s calendar, appointments, meetings and commitments.

Screen incoming requests, invitations and appointments, and provide recommendations where appropriate.

Coordinate and reschedule appointments around business commitments and travel schedules.

Reconfirm appointments and ensure all relevant arrangements are in place.

2. Travel & Itinerary Management

Research, compare and recommend international flight options based on routing, schedule, cost, cabin class and travel preferences.

Coordinate and book flights, hotels, chauffeurs, ground transportation and other travel arrangements.

Manage travel itineraries and ensure they are accurate and updated whenever arrangements change.

Manage airline and hotel loyalty programmes, including points and award redemptions.

Handle passports, visas, APEC cards, travel insurance and other travel-related documentation.

Monitor live travel arrangements and proactively communicate important updates such as flight changes, driver details and meeting locations.

Support travel arrangements for accompanying travellers when required.

3. Correspondence & Communication

Draft professional correspondence, letters and communications for the executive’s review and approval.

Prepare formal correspondence to government, royal and state bodies when required.

Translate and summarise incoming letters, invitations and documents into concise briefs highlighting key information, required action, costs and deadlines.

Ensure all correspondence prepared under the executive’s name is accurate, professional and appropriate in tone.

Assist with bill payments, banking, insurance, renewals, licences, road tax, subscriptions and service contracts.

Manage and maintain accurate records for corporate and personal expenses.

Verify receipts, expenses and claims before submission to Finance.

Review drivers’ overtime and expense claims against established procedures.

Assist in comparing and negotiating vendor or service arrangements and present cost-effective recommendations.

Provide administrative support relating to property, investments and household documentation.

5. Personal & Household Coordination

Coordinate with drivers, household staff, vendors and external service providers.

Arrange restaurants, venues, gifts, purchases, personal appointments and other personal requirements.

Maintain records of preferences and instructions to ensure consistency and efficiency.

Support events, engagements and functions through guest list verification, RSVP coordination and on-site arrangements when required.

6. Coordination & Follow-Through

Take ownership of assigned tasks from initiation through completion.

Follow up proactively with internal and external parties to ensure deadlines are met.

Identify potential issues early and propose practical solutions.

Ensure that tasks are completed, documented and properly communicated rather than merely initiated.

7. Reporting & Administration

Prepare structured bi-weekly updates covering completed work, ongoing matters, bottlenecks, items requiring executive input and upcoming priorities.

Maintain accurate records, documentation and follow-up lists.

Ensure confidential information is handled appropriately at all times.

Job Requirements

Diploma or Degree in any field.

Minimum 2 years of experience in Executive Assistant, Personal Assistant, Executive Secretary, Private Secretary, premium travel, hospitality, concierge or a similar role is preferred.

Strong written and spoken English, with excellent attention to grammar, clarity and professional tone.

Conversational Bahasa Malaysia. Experience with formal Bahasa Malaysia correspondence is an advantage.

Mandarin and/or Cantonese is an added advantage but not essential.

Strong numerical and analytical skills, with the ability to compare prices, verify expenses and identify discrepancies.

Confident working knowledge of AI tools such as ChatGPT, Claude, Gemini or similar productivity tools.

Proficient in Microsoft Office and Google Workspace.

Comfortable working with Slack and other digital communication and productivity platforms.

Strong organisational, multitasking and time-management skills.

Able to work independently, exercise good judgement and handle sensitive matters with discretion.

Possess own transportation and a valid driving licence.

Possess a valid passport and be willing to travel locally or overseas when required.

Fresh graduates with exceptional communication skills, strong numeracy, good judgement and the right attitude may also be considered.

What We Look For

Take ownership – follow tasks through until they are completed.

Bring solutions – research, assess options and provide recommendations rather than simply raising questions.

Pay attention to detail – notice discrepancies before they become problems.

Work proactively – anticipate requirements and follow up before being reminded.

Adapt quickly – manage changing priorities and time-sensitive requests comfortably.

Handle confidentiality seriously – understand the importance of discretion when dealing with personal and sensitive information.

Learn quickly – absorb instructions and apply them independently.

Remain calm under pressure – respond professionally when plans change or unexpected issues arise.

Working Environment & Availability

The standard working hours are Monday to Friday, 9.30am to 5.30pm, and Saturday, 9.30am to 1.00pm.

As the executive travels across different time zones and may have time-sensitive commitments, the role requires flexibility to provide support outside regular working hours, including evenings, weekends and public holidays, when required.

Flexibility will be provided where operationally possible, but candidates should be comfortable with the nature of executive support and travel-related responsibilities.

This position requires full-time commitment. Candidates who are concurrently studying or sitting for examinations are not suitable for this role.

Why Join Us?

Work directly with the Founder & Chief Executive and gain exposure to high-level executive operations.

Develop strong experience across executive support, international travel, correspondence, coordination and personal administration.

Work in an environment that actively uses AI tools to improve productivity and workflow.

Structured career progression under the JYEO Executive Support Career Framework.

Regular feedback and development opportunities.

Be part of a fast-paced team where initiative, reliability and quality work are recognised.

Working Hour : Monday to Friday 9.30am to 5.30pm & Saturday 9am to 1pm, with flexibility to work or remain on standby outside regular working hours

Joey Yap Group, founded in 2001 by visionary Dato' Joey Yap, is a trailblazer in metaphysics and personal empowerment. With a passion for Chinese metaphysics, Dato' Joey Yap aims to transform lives and empower individuals. The group excels in disciplines such as Feng Shui, BaZi, Qi Men Dun Jia, and Face Reading, gaining international recognition for its groundbreaking methodologies. Committed to excellence, the Joey Yap Group continually expands its offerings, inspiring millions to reach their highest potential. Today, with a global presence, the group pushes boundaries and drives innovation, shaping the future of Chinese metaphysics and empowering people worldwide.

Joey Yap Group, founded in 2001 by visionary Dato' Joey Yap, is a trailblazer in metaphysics and personal empowerment. With a passion for Chinese metaphysics, Dato' Joey Yap aims to transform lives and empower individuals. The group excels in disciplines such as Feng Shui, BaZi, Qi Men Dun Jia, and Face Reading, gaining international recognition for its groundbreaking methodologies. Committed to excellence, the Joey Yap Group continually expands its offerings, inspiring millions to reach their highest potential. Today, with a global presence, the group pushes boundaries and drives innovation, shaping the future of Chinese metaphysics and empowering people worldwide.