Personal Assistant to Executive Chairman

MAA Group Berhad; Kuala Lumpur; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading firm in Malaysia is looking for a highly professional Personal Assistant to the Executive Chairman. This role requires a minimum of 5 years of experience supporting senior executives and involves managing complex schedules, communications, and confidential matters. The ideal candidate will possess excellent English skills, strong organizational abilities, and proficiency in Microsoft Office. This position offers unique exposure to senior leadership and significant responsibilities, making it a vital role within the Chairman's Office.

Benefits

Exposure to senior leadership

Meaningful responsibility

Opportunities for high-level contributions

Qualifications

• Minimum 5 years’ experience supporting senior management or C-suite executives.
• Able to handle sensitive matters with integrity and professionalism.
• Experience in protocol coordination and event support is an advantage.

Responsibilities

• Manage the Executive Chairman’s calendar and daily priorities.
• Serve as the first point of contact for communications.
• Coordinate board meetings and senior engagements.
• Draft and review correspondence on behalf of the Executive Chairman.
• Maintain document control and ensure confidentiality.

Skills

Excellent command of English (written and verbal)

Strong organisational skills

Strong interpersonal and communication skills

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Resourceful and proactive

Tools

Microsoft Office

Teams

Zoom

Job description

Personal Assistant to Executive Chairman

We are seeking a highly professional Personal Assistant to the Executive Chairman to provide trusted executive secretarial and administrative support. The role involves managing complex schedules, communications, board-level coordination, and handling confidential and sensitive matters with integrity and sound judgement. The successful candidate will also support travel planning, itinerary management, protocol coordination, and selected official engagements/events.

Key Responsibilities

Manage the Executive Chairman’s calendar, appointments, emails, calls, and daily priorities; ensure scheduling is optimized and conflicts are resolved efficiently.

Serve as the first point of contact for internal/external communications; screen requests, manage correspondence flow, and ensure timely follow-up.

Draft, review, and format emails, letters, memos, reports, minutes, and documents on behalf of the Executive Chairman.

Coordinate board and executive meetings, and senior engagements including agenda preparation, briefing notes, meeting packs, logistics, and action tracking.

Attend meetings when required to take minutes, capture action items, and follow up with stakeholders to ensure timely closure.

Maintain proper confidential document control, filing systems, record-keeping, version control, and secure handling of sensitive information.

Manage travel and itinerary planning including flights, accommodation, ground transport, visas, and detailed schedules/briefing packs.

Support protocol coordination for official engagements where applicable (e.g., RSVPs, guest management, seating arrangements, event flow and timing).

Coordinate and support official functions / corporate events involving the Executive Chairman (e.g., board dinners, stakeholder engagements, formal visits), including vendor coordination and on-the-day execution when required.

Liaise with board members, senior management, external stakeholders, and internal departments to ensure smooth coordination and communication.

Coordinate the Executive Chairman’s professional and private engagements with professionalism, sound judgement, and appropriate stakeholder management.

Support special projects and perform ad-hoc duties as assigned by the Executive Chairman/Management.

Requirements

Minimum 5 years’ experience as a Personal Assistant / Executive Assistant / Secretary supporting senior management, board members, or C-suite executives.

Excellent command of English (written and verbal) with strong drafting and proofreading skills.

High standards of integrity, professionalism, and confidentiality; able to handle sensitive matters appropriately.

Strong organisational skills; able to multitask, prioritise, and deliver under tight deadlines.

Strong interpersonal and communication skills; comfortable engaging senior stakeholders professionally.

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Teams/Zoom).

Resourceful, proactive, and able to work independently with strong follow-through.

Willing to travel locally/overseas and support engagements outside normal office hours when required.

Experience in protocol coordination and event support will be an added advantage.

Why Join Us

Exposure to senior leadership and board-level coordination within the Chairman’s Office.

A trusted role with meaningful responsibility and opportunities to contribute at a high level.