Strategic Executive Assistant to COO | Board & Operations

Apex Equity; Kuala Lumpur; On-site; MYR 90,000 - 150,000; Full time

Job summary

Apex Equity in Kuala Lumpur seeks an experienced Executive Assistant to support the Group COO with calendar management, meetings, travel, and high-priority administrative tasks.

You will gatekeep, screen correspondence, coordinate strategic initiatives, and prepare executive materials for Board and regulatory purposes, while liaising with stakeholders across units. This role demands discretion, integrity and strong English; Bahasa Malaysia is required and Mandarin is a plus.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Admin or related field.
• Minimum 6 years of Executive Support or PA experience, preferably for C-suite.
• Experience in Public Listed/financial services is an advantage.
• Proficient with MS Office; comfortable adopting AI productivity tools.
• Strong English communication; Bahasa Malaysia required; Mandarin preferred.
• Excellent organizational, coordination and stakeholder management skills.
• Discretion, integrity and ability to handle confidential information.

Responsibilities

• Manage the Group COO’s calendar, meetings, travel arrangements, executive priorities and administrative matters.
• Act as the Executive Office gatekeeper, screening correspondence, monitoring deadlines and prioritising key matters.
• Coordinate and track strategic initiatives, cross-functional projects and management action items to ensure timely completion.
• Liaise with business units, subsidiaries, department heads and external stakeholders to ensure effective communication and follow-up.
• Prepare and consolidate management reports, presentations, business updates and other executive-level materials for management, Board and regulatory purposes.
• Coordinate Board and Board Committee meetings, corporate events and executive activities, including meeting logistics and documentation.
• Handle confidential corporate, financial and personnel information with a high level of discretion and professionalism.
• Identify opportunities to improve Executive Office processes, reporting and operational efficiency.

Skills

Calendar mgmt

Executive support

Stakeholder mgmt

Discretion & integrity

MS Office

English proficient

Bahasa Malaysia

Mandarin preferred

Project coordination

Education

Bachelor's degree

Tools

MS Office (Excel/PP)

Job description

Apex Equity in Kuala Lumpur seeks an experienced Executive Assistant to support the Group COO with calendar management, meetings, travel, and high-priority administrative tasks.

You will gatekeep, screen correspondence, coordinate strategic initiatives, and prepare executive materials for Board and regulatory purposes, while liaising with stakeholders across units. This role demands discretion, integrity and strong English; Bahasa Malaysia is required and Mandarin is a plus.