Executive Assistant to the Group CEO

Job Title: Executive Assistant to the Group CEO

Location: On-site / Corporate Office

Employment Type: 12-month contract with potential for permanent placement based on performance

Availability: Immediate or Short Notice Preferred

Position Overview

We are looking for a meticulous, reliable, and proactive Executive Assistant to provide direct support to our Group CEO. This position serves as the primary liaison for the executive office, overseeing calendar management, high-level communications, project coordination, and administrative tasks while maintaining strict confidentiality and accuracy.

Key Responsibilities

Executive Support & Gatekeeping

Act as the main point of contact for the Group CEO, screening calls, emails, messages, and meeting requests.

Manage and optimize the CEO's master calendar, scheduling appointments, meetings, and travel arrangements.

Oversee personal and professional arrangements, including travel bookings, purchases, corporate gifts, and occasional family-related tasks.

Stakeholder Management & Communications

Professionally engage with internal teams, external stakeholders, high-profile clients, and business partners.

Coordinate corporate events, staff volunteer initiatives, internal committees, and special projects.

Meeting Management & Project Tracking

Prepare confidential meeting agendas, presentation materials, document packs, and detailed meeting minutes.

Monitor executive meeting outcomes and proactively follow up on action items with relevant department leaders.

Maintain task records and deliver real-time project updates utilizing Basecamp.

Administration & Reporting

Conduct market research or business analysis and prepare reports and presentations as needed.

Accurately prepare, submit, and reconcile the CEO's monthly expense reports.

Organize client contact directories, manage both physical and digital filing systems, and safeguard sensitive corporate documents.

Perform ad-hoc tasks and special projects as assigned by the Group CEO.

Requirements

Education: Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field.

Experience: A minimum of 4–5 years of demonstrated experience in supporting C-level executives or Group CEOs.

Language Proficiency: Outstanding written and verbal communication skills in both English and Bahasa Malaysia.

Software Proficiency: Proficient in Microsoft Office Suite, Google Workspace, and project/task management tools (e.g., Basecamp).

Core Competencies:

Exceptional organizational and multitasking abilities with a keen eye for detail.

Utmost discretion in managing sensitive and high-level confidential information.

Capacity to work autonomously, prioritize urgent tasks, and perform effectively under pressure.

Willingness to provide occasional support outside standard business hours when necessary.