Personal Assistant to CEO

Hengyuan Refining Company; Port Dickson; On-site; MYR 60,000 - 100,000; Full time

Job summary

Hengyuan Refining Company is seeking a Personal Assistant to the CEO to provide high-level executive, administrative and coordination support to the CEO Office. You will work closely with the CEO and Leadership Team to ensure smooth coordination of business activities and timely follow-ups.

Responsibilities include managing the CEO’s calendar, travel, meetings and materials; coordinating corporate events; preparing reports and briefing papers; and handling confidential matters with discretion,

Qualifications

• Bachelor’s Degree in Business Administration, Management, Secretarial Studies, Corporate Administration or related discipline.
• 5-8 years of relevant experience in executive assistance, personal assistance, secretarial or administrative support.
• Experience supporting a CEO, Managing Director or senior executive will be an advantage.
• Experience in oil & gas, petrochemical, manufacturing, multinational or public-listed companies is preferred.
• Strong experience in coordinating senior-level meetings, business travel and corporate engagements.
• Excellent written and verbal communication skills in English.
• Strong organisational, planning, coordination and time-management skills.
• High level of integrity, professionalism, confidentiality and discretion.
• Proficient in Microsoft Office, particularly Word, Excel, PowerPoint and Outlook.
• Good understanding of corporate etiquette, governance and internal approval processes.
• Proactive, mature, resourceful and able to work independently under pressure.
• Strong attention to detail, follow-up and problem-solving skills.

Responsibilities

• Provide comprehensive executive and administrative support to the CEO and CEO Office.
• Manage and prioritise the CEO’s calendar, appointments, meetings, travel and business engagements.
• Coordinate meetings, including agendas, presentation materials, logistics and minutes.
• Track and follow up on action items arising from CEO and management meetings.
• Liaise with internal departments, senior management, external stakeholders and business partners.
• Manage correspondence, emails, calls and requests requiring the CEO’s attention.
• Prepare reports, presentations, briefing papers, summaries and other management documents.
• Coordinate corporate events, official visits, workshops and engagements involving the CEO/LT.
• Conduct research and compile information to support management review and decision-making.
• Handle confidential corporate, commercial and personnel matters with a high level of discretion.
• Provide timely support for urgent, ad-hoc and special assignments assigned by the CEO.

Skills

Executive support

Calendar management

Meetings coordination

Travel planning

Communication skills

Discretion & confidentiality

Stakeholder liaison

English proficiency

Education

Bachelor's degree

Tools

Microsoft Office

Job description

We are looking for a Personal Assistant to the CEO to provide high-level executive, administrative and coordination support to the CEO Office. The successful candidate will work closely with the CEO and Leadership Team (LT), senior management, internal departments and external stakeholders to ensure smooth coordination of business activities and follow-up actions.

Key Responsibilities

• Provide comprehensive executive and administrative support to the CEO and CEO Office.

• Manage and prioritise the CEO’s calendar, appointments, meetings, travel and business engagements.

• Coordinate meetings, including agendas, presentation materials, logistics and minutes.

• Track and follow up on action items arising from CEO and management meetings.

• Liaise with internal departments, senior management, external stakeholders and business partners.

• Manage correspondence, emails, calls and requests requiring the CEO’s attention.

• Prepare reports, presentations, briefing papers, summaries and other management documents.

• Coordinate corporate events, official visits, workshops and engagements involving the CEO/LT.

• Conduct research and compile information to support management review and decision-making.

• Handle confidential corporate, commercial and personnel matters with a high level of discretion.

• Provide timely support for urgent, ad-hoc and special assignments assigned by the CEO.

Requirements

• Bachelor’s Degree in Business Administration, Management, Secretarial Studies, Corporate Administration or a related discipline.

• 5-8 years of relevant experience in executive assistance, personal assistance, secretarial or administrative support.

• Experience supporting a CEO, Managing Director or senior executive will be an advantage.

• Experience in oil & gas, petrochemical, manufacturing, multinational or public-listed companies is preferred.

• Strong experience in coordinating senior-level meetings, business travel and corporate engagements.

• Excellent written and verbal communication skills in English.

• Strong organisational, planning, coordination and time-management skills.

• High level of integrity, professionalism, confidentiality and discretion.

• Proficient in Microsoft Office, particularly Word, Excel, PowerPoint and Outlook.

• Good understanding of corporate etiquette, business protocol, governance and internal approval processes.

• Proactive, mature, resourceful and able to work independently under pressure.

• Strong attention to detail, follow-up and problem-solving skills.