Executive Assistant

Key Success

To serve as the Group MD's trusted executive coordinator by ensuring every strategic meeting is professionally managed, every decision is documented, and every action is followed through to successful completion.

Role Purpose

The Corporate Executive Assistant serves as the central coordination point for the Group MD and Senior Management by ensuring meetings are effectively organised, accurately documented, and translated into timely execution. The role is responsible for managing meeting governance, tracking action items, coordinating with internal and external stakeholders, and ensuring accountability across all business units within Pekat Group.

Key Responsibilities

1. Executive Meeting Management

• Coordinate and manage the MD's and Management's meeting calendar.
• Schedule Board, Management, Executive Committee and operational meetings.
• Prepare meeting agendas in consultation with meeting owners.
• Compile and distribute meeting materials prior to meetings.
• Ensure meeting logistics are properly arranged (venue, virtual platforms, presentation materials, refreshments, etc.).
• Maintain confidentiality of all executive discussions and documents.

2. Meeting Minutes & Documentation

• Attend Management, Board, Executive and strategic meetings.
• Accurately record minutes, key discussions, decisions and resolutions.
• Prepare professional meeting minutes within the agreed turnaround time.
• Maintain an organised repository of meeting minutes and supporting documents.
• Ensure meeting records are properly archived for governance and audit purposes.

3. Action Tracking & Follow-Up

• Develop and maintain a central Action Item Register for all Management meetings.
• Monitor progress of action items assigned to Business Units and Functional Departments.
• Follow up regularly with responsible owners on pending deliverables.
• Escalate overdue actions to Management where necessary.
• Provide weekly status updates on outstanding action items.
• Ensure decisions made during meetings are translated into measurable actions.

4. Stakeholder Coordination

• Liaise with Business Unit Directors and Department Heads to obtain updates.
• Coordinate cross-functional communication between subsidiaries and corporate functions.
• Ensure information requested by Management is collected accurately and within timelines.
• Act as the communication bridge between the MD's Office and various stakeholders.

5. Executive Support

• Manage executive correspondence, reports and confidential documentation.
• Assist in preparing presentations, reports, briefing papers and management updates.
• Conduct research and gather information required for Management decision-making.
• Coordinate travel arrangements, appointments and executive engagements where required.

6. Corporate Governance Support

• Assist in ensuring compliance with corporate governance and internal administrative procedures.
• Support Board and Committee secretariat functions where required.
• Maintain confidentiality of strategic initiatives, financial information and business decisions.
• Coordinate the implementation of Management directives across the organisation.

7. Reporting & Performance Monitoring

• Prepare Management dashboard reports highlighting:

  • Outstanding action items
  • Completion status
  • Departmental progress
  • Escalated issues
  • Upcoming deadlines

• Monitor adherence to agreed timelines and commitments.

• Produce executive summaries for Management review.

Qualifications

• Bachelor's Degree in Business Administration, Corporate Management, Management, Secretarial Studies or related discipline.
• Professional certification in Corporate Governance or Company Secretarial practice is an advantage.

Experience

• Minimum 3–5 years of experience supporting senior executives, C-suite executives or Board-level management.
• Experience preparing executive meeting minutes.
• Experience coordinating multiple stakeholders across departments.
• Experience in project coordination or corporate administration is highly preferred.