Personal Assistant / Executive Assistant

Eco Interiors International Sdn Bhd; Subang Jaya; On-site; MYR 4,500 - 7,500; Full time

Job summary

Eco Interiors International Sdn Bhd in Subang Jaya is seeking a highly organized Personal Assistant / Executive Assistant to provide comprehensive support to the Senior Management Office, coordinating business development, strategic initiatives, and day-to-day executive matters.

You will manage calendars, prepare proposals, coordinate travel and meetings, liaise with clients and stakeholders, and handle confidential information with discretion.

Qualifications

• Diploma or degree in business, management or related field is required.
• Minimum experience as Personal Assistant/Executive Assistant or similar role.
• Strong business acumen with research, analytical, and problem-solving abilities.
• Excellent communication, interpersonal and presentation skills.
• Highly organized with ability to manage multiple priorities and deadlines.
• Proactive, resourceful, detail-oriented and able to work independently.
• Willing to travel and possess own transport; able to work beyond hours when needed.

Responsibilities

• Support Senior Management Office in market research, competitive analysis and industry research with recommendations.
• Assist in business development initiatives and strategic plans to grow revenue and partnerships.
• Prepare proposals, presentations and materials for client pitches and management meetings.
• Coordinate with internal departments and external stakeholders on strategic projects.
• Monitor projects, track milestones and ensure timely delivery and actions.
• Maintain tracking system for project status and provide updates to leadership.
• Facilitate communication between Senior Management Office and internal teams; ensure follow-up actions.
• Prepare meeting agendas, reports and supporting documents for client and board meetings.
• Arrange business travel, accommodations and related itineraries; manage calendars and correspondence.
• Build relationships with clients, partners and stakeholders; attend select functions as needed.

Skills

Communication

Organization

Confidentiality

Time management

Stakeholder management

Travel coordination

Education

Diploma or Bachelor's Degree in Business Administration, Management, Marketing, Communications or a related field

Job description

Personal Assistant / Executive Assistant

We are seeking a highly organized, proactive and trustworthy Personal Assistant to provide comprehensive executive and business support to the Senior Management Office.

This role involves working closely with the Senior Management Office on business development, strategic initiatives, project coordination, client and stakeholder engagement, management meetings and day-to-day executive matters, as well as selected personal and family-related arrangements.

The ideal candidate should be mature, resourceful, commercially aware and able to work independently, with excellent communication, coordination and follow-up skills. A high level of confidentiality, discretion and flexibility is essential for this position.

Key Responsibilities

Support the Senior Management Office in identifying and evaluating new business opportunities through market research, competitor analysis and industry research, and provide relevant recommendations and insights.

Assist in business development initiatives and strategic plans to support business growth, revenue generation and new client or partnership opportunities.

Prepare business proposals, presentations and other materials for client pitches, strategic discussions, internal briefings and management meetings.

Coordinate with internal departments and external stakeholders to gather relevant information and support strategic projects and business initiatives.

Monitor and follow up on projects, assignments and key actions to ensure they progress according to agreed timelines and management priorities.

Maintain an effective tracking system for project status, milestones, deadlines and outstanding deliverables, and provide regular updates to the Senior Management Office.

Facilitate communication between the Senior Management Office and internal teams to ensure instructions, decisions and follow-up actions are properly implemented.

Prepare agendas, reports, presentation materials and supporting documents for meetings with clients, business partners, senior management and Board members.

Support Board and senior management meetings, including meeting arrangements, agenda coordination, minute taking and action tracking.

Develop and refine professional presentations and assist with the preparation, editing and proofreading of proposals, contracts, letters and other business documents.

Manage the Senior Management Office's calendar, appointments, correspondence and communications, ensuring business priorities are properly coordinated.

Coordinate business travel, accommodation, transportation, itineraries and other related arrangements.

Act as a key point of contact for the Senior Management Office, dealing professionally with internal staff, clients, business partners, visitors and external parties.

Build and maintain positive relationships with existing and potential clients, business partners and other stakeholders.

Attend selected business, networking and social functions with or on behalf of the Senior Management Office and support relationship-building activities.

Organize company meetings, events and related arrangements, including venues, hotels, lunches, dinners and other functions.

Provide support on personal and family-related matters for senior management, including appointments, travel arrangements, family events and other ad-hoc requirements

Work closely with Finance, HR and other departments to support business operations, resolve issues and improve overall coordination and efficiency.

Maintain strict confidentiality and discretion when handling sensitive business, personal and Board-related matters.

Undertake travel and provide support outside normal working hours when required to meet the business, personal or family-related requirements of senior management.

Requirements

Diploma or Bachelor's Degree in Business Administration, Management, Marketing, Communications or a related field.

Relevant experience in Personal Assistant, Executive Assistant or a similar role.

Strong business acumen with good research, analytical and problem-solving abilities.

Excellent communication, interpersonal and presentation skills.

Excellent organizational and follow-up skills, with the ability to manage multiple priorities and deadlines.

Proactive, resourceful, detail-oriented and able to work independently with minimal supervision.

Mature, responsible and trustworthy, with strong judgement when handling confidential matters.

Comfortable communicating with senior management, clients and external stakeholders.

Able to work effectively in a fast-paced and demanding environment.

Possess own transport and be willing to travel as required.

Willing to work beyond normal working hours, including weekends and public holidays, when necessary.