Personal Assistant to the Executive Director/CEO

SmartHire by SEEK; Kuala Lumpur; On-site; MYR 89,000 - 134,000; Full time

Job summary

Mayflower Corporate Travel seeks a Personal Assistant to the Executive Director/CEO to provide high-level administrative support, travel coordination, and stakeholder management. You will prepare reports and presentations, screen communications, record minutes, and support key projects and engagements with senior leaders and external partners.

This role requires discretion, excellent English communication, and the ability to handle confidential information with professionalism.

Qualifications

• Diploma or degree in accounting, data science, business management or related field.
• Experience supporting senior executives in a fast-paced environment.
• Strong English communication; Mandarin is a plus.
• Ability to coordinate multiple priorities and handle confidential information.
• Proficiency in Microsoft Office; familiarity with AI tools is a plus.

Responsibilities

• Coordinate executive schedules, travel and meetings.
• Prepare reports, presentations and management documents.
• Screen and manage confidential information with discretion.
• Coordinate communications with stakeholders and partners.
• Record minutes and track action items for timely completion.
• Support strategic projects and board engagements.

Skills

Executive support

Communication skills

Mandarin proficiency

Organisational ability

Commercial awareness

Professional discretion

Stakeholder management

Reporting & analytics

Education

Diploma or Degree in related field

Tools

Microsoft Office

AI tools

Job description

Personal Assistant to the Executive Director/CEO

Our client "Mayflower Corporate Travel" is seeking a Personal Assistant to the Executive Director/CEO to join their team! This role offers the opportunity to support senior leadership through executive administration, business travel coordination, stakeholder management, reporting and strategic project support within Mayflower Corporate Travel.

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.