PERSONAL ASSISTANT TO GROUP MD & CEO

Aptrasco Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company in the region is seeking a Personal Assistant to the Group Managing Director & CEO. The successful candidate will support executive leadership, manage confidential matters, and coordinate communication across departments. The role demands strong organizational, communication, and project management skills, with a minimum of 4 years experience in a similar position. The candidate will travel as needed within Malaysia and overseas.

Qualifications

• Minimum 4 years of relevant experience as an Executive Assistant for C-Level.
• Strong ability to manage multiple stakeholders.
• Proficient in Microsoft Office Suite.

Responsibilities

• Support the executive leadership team by coordinating tasks.
• Attend meetings and take minutes.
• Provide research and administrative support.

Skills

Communication skills

Organizational skills

Project management skills

Analytical skills

Interpersonal skills

Microsoft Office Suite

Education

Bachelor’s Degree in Business Administration

Diploma in Secretarial

Job description

As the Personal Assistant to the Group Managing Director & CEO, you will play a critical role in supporting the executive leadership team by providing strategic assistance, managing confidential matters, and facilitating communication and coordination across various departments and stakeholders.

This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with the utmost confidentiality. You will serve as a key liaison between the CEO and internal/external stakeholders, contributing to the efficiency and effectiveness of the executive office.

Job Description

Coordinate tasks and projects with internal and external stakeholders on the GMDC deals, including management and reporting of KPI's, action plans, presentations, correspondence, and other documents which may require research and gathering of information.

Meet with suitable parties on behalf of the GMDC and accurately summarize the message for reporting back to the GMDC.

Attend to internal and external meetings with the GMDC and take confidential notes or minutes, noting matters that require actions and follow up.

Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the GMDC.

Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and update GMDC.

Assuming responsibility, in the GMDC’s absence, for ensuring requests for action or information, which would normally receive the GMDC’s attention are made known to responsible managers or personnel who can satisfy the request and monitor the progress and update the GMDC accordingly.

Provide analytical, research and specialised administrative support to the GMDC on complex details and works.

Assist the GMDC in the company’s project planning/business analysis and information/data collection for better decision-making and problem-solving as assigned from time to time.

Edit various documents including internal/external correspondence. Creates and maintains files, reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature.

Job Requirements

• Minimum 4 years and above relevant experience as a Executive Assistant for C‑Level with proven track record.
• Bachelor’s Degree in Business Administration or Diploma in Secretarial.
• Strong communication skills written, oral and presentation (Confident in articulating viewpoints and is a persuasive speaker).
• Proven track record in managing multiple stakeholders (statutory authorities, local government).
• Exceptional organizational and time management skills, with the ability to prioritize tasks, manage competing priorities, and meet deadlines in a fast‑paced setting.
• Strong communication and interpersonal skills, with the ability to interact confidently with individuals at all levels of the organization.
• Strategic thinker with the ability to anticipate needs, identify opportunities, and provide proactive support to the executive team.
• Advanced knowledge of Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and PowerPoint.
• Possess strong business acumen, influential, operations process driven and focused on driving operations excellence.
• Superior research, analytical, planning, organizational skills, and detail‑orientation.
• Strong Project Management skills and the ability to manage multiple projects and competing priorities while adhering to deadlines.
• Ability to resolve conflicts, visionary and possess the foresight to plan ahead for the business.
• Excellent interpersonal skills with the ability to communicate effectively with internal and external stakeholders.
• Travelling with the GMDC within Malaysia and overseas are required for this role when necessary.