Executive Assistant

Job Overview:

We are seeking an exceptional Executive Assistant to support the principal in the comprehensive management of his personal affairs, properties, and assets. This is a high-trust position requiring outstanding organizational ability, financial fluency, sound judgement, and the discretion to handle sensitive personal and family matters with the utmost professionalism.

The successful candidate will be the central operational anchor of the principal’s personal life — owning the day-to-day running of his household, the administration of his finances, and the management of his portfolio of assets. The role calls for someone who is comfortable moving between strategic oversight and hands-on execution, and who can build and maintain reliable systems and processes that scale with the role.

Key Responsibilities:

1) Asset Management — Household

• Oversee daily household operations and ensure smooth day-to-day management of the principal’s residences.
• Manage all maintenance, repair, and renovation works for the properties - from sourcing quotations to supervising progress.
• Monitor quality, timelines, and standards for all maintenance and renovation projects.
• Manage household schedules, inventories, and operational records.
• Ensure high standards of organization, cleanliness, safety, and functionality across all properties.
• Select, hire, train, and manage household staff, including drivers, housekeepers, and other support personnel.

2) Asset Management — Vehicles

• Manage all maintenance, servicing, insurance, and repair for the principal’s personal vehicles.
• Maintain proper documentation for road tax, insurance renewals, and service records.

3) Asset Management — Rentals & Other Personal Assets

• Manage rental activities for the principal’s personal assets and ensure timely collection of rental and proper record-keeping.

4) Asset Management

• Manage the portfolio of assets, including full documentation, tracking, valuation records, and maintenance.

5) Financial Management

• Develop and maintain a clear, well-documented process for the principal’s personal financial matters — covering payments, reporting, and administration — working closely with the Finance team.
• Produce and maintain the principal’s personal household budget, ensuring it is structured, accurate, and regularly updated, with clear monthly summaries for review.
• Administer monthly outgoings and liaise with service providers.
• Prepare expense records, summaries, and reports for the principal’s review.
• Administer personal financial matters relating to the principal’s spouse and children.
• Prepare the Principal’s personal tax filings for submission; ensure timely and accurate submissions.

6) Administrative & Documentation

• Manage the Principal’s calendar, appointments, and reminders where required.
• Manage proper filing of personal mail and documents — both physical and digital.
• Maintain diligent record-keeping across all areas of responsibility.
• Provide ad-hoc support and coordination on miscellaneous activities as required.

Qualifications:

• Minimum 5 years of relevant experience in a personal assistant, estate management, executive assistant, household management, or family office support role.
• Demonstrable financial fluency — comfortable with budgets, reconciliations, expense reporting, and basic tax administration.
• Working knowledge of Microsoft 365 and adaptability in adopting AI tools to improve work efficiency.
• Strong organizational and project management skills — able to run multiple workstreams in parallel without dropping detail.
• Excellent written and verbal communication in English; conversational Bahasa Malaysia.
• Mature judgement, emotional intelligence, and absolute discretion in handling confidential personal and family matters.
• Self-starter mindset — able to operate independently, anticipate needs, and resolve issues without constant direction.
• Valid Malaysian driving license and own transport.
• Eligibility to work in Malaysia.