Personal Assistant to Executive Director/CEO

SmartHire by SEEK; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Mayflower Holidays is seeking a Personal Assistant to the Executive Director/CEO to provide high-level executive support across calendar management, travel coordination, stakeholder communication and strategic projects.

Your role includes preparing business documents, managing confidential information, and coordinating with Board members and partners to drive timely outcomes.

Qualifications

• Diploma or degree in accounting, data science, business management or related field.
• Experience supporting senior executives in a fast-paced environment is preferred.
• Excellent command of English for professional communication with leadership and partners.
• Mandarin language skills are advantageous for stakeholder outreach.
• Strong organisational ability to manage multiple priorities and deadlines.
• Proactive, resourceful and commercially aware with sound business sense.
• Discretion and professionalism when handling confidential matters.
• Comfortable liaising with senior management and external partners.
• Proficiency in Microsoft Office; familiarity with AI/digital productivity tools.
• Strong analytical, problem-solving and reporting capabilities.

Responsibilities

• Manage executive calendars, appointments, meetings and travel arrangements.
• Prepare business documents, reports and presentations for management use.
• Handle confidential information with discretion and sound judgement.
• Coordinate communications; screen and prioritise requests.
• Record meeting minutes and follow up on actions and decisions.
• Act as liaison between the ED/CEO and internal/external stakeholders.
• Support senior engagements with board members and partners.
• Organise meetings and events, including venues, agendas and logistics.
• Coordinate domestic and international business travel and related expenses.
• Monitor strategic projects with timelines and deliverables.
• Provide business analysis from performance reports and P&L insights.

Skills

Executive support

Communication

Organisational skills

Discretion

Stakeholder management

Analytical thinking

Reporting

Commercial awareness

English fluency

Mandarin (advantage)

Education

Diploma or Degree (Accounting/Data Science/Business)

Tools

Microsoft Office

AI tools familiarity

Job description

Personal Assistant to Executive Director/CEO

Our client "Mayflower Holidays" is seeking a Personal Assistant to the Executive Director/CEO to join their team!

This role offers the opportunity to provide high-level executive support across calendar management, travel coordination, stakeholder communication, business reporting and strategic projects within Mayflower Holidays.

What you'll be doing?

• Manage executive schedules: Coordinate the Executive Director/CEO’s calendar, appointments, meetings and travel arrangements.
• Prepare business documents: Develop reports, presentations, correspondence and other materials for management use.
• Handle confidential information: Manage sensitive matters with professionalism, discretion and sound judgement.
• Coordinate communications: Screen, prioritise and manage incoming communications and requests.
• Track meeting actions: Record minutes and follow up on decisions and action items to support timely completion.
• Manage stakeholders: Act as a key liaison between the Executive Director/CEO and internal and external stakeholders.
• Support senior engagements: Coordinate with Board members, senior management, government agencies and business partners.
• Organise meetings and events: Prepare agendas, briefing materials, venues, technical support and event logistics.
• Coordinate business travel: Arrange domestic and international flights, accommodation, visas, itineraries and related expenses.
• Monitor projects: Support special projects and strategic initiatives while tracking timelines, deliverables and progress updates.
• Provide business analysis: Review business performance, financial reports and P&L information to support management decisions.
• Support growth initiatives: Conduct market, competitor and industry research and coordinate action plans with business heads.

Who are they looking for?

• Relevant qualification: A Diploma or Degree, preferably in Accounting, Data Science, Business Management or a related field.
• Executive support experience: Experience supporting senior executives in a fast-paced business environment is preferred.
• Communication skills: Good command of English is required for professional communication with senior management, stakeholders and business partners.
• Mandarin advantage: Strong written and spoken Mandarin is advantageous for communication with relevant stakeholders and business partners.
• Organisational ability: Strong coordination skills with the ability to manage multiple priorities and follow up independently.
• Commercial awareness: A proactive, resourceful and commercially minded approach with sound business sense and initiative.
• Professional discretion: A detail-oriented and professional approach when handling confidential matters.
• Stakeholder confidence: Comfort working with senior management and external business partners.
• Digital proficiency: Proficiency in Microsoft Office, with knowledge of AI and digital productivity tools considered an advantage.
• Analytical capability: Strong analytical, problem-solving and critical-thinking skills.
• Reporting expertise: Ability to prepare high-quality management reports, business presentations and analytical insights for senior management and Board review.