Executive Assistant

Position Overview

This role is expected to provide comprehensive executive and administrative support to the Group Chairman in managing his extensive business interests and engagements across diverse industries, both locally and internationally.

The successful candidate will serve as a trusted point of coordination between the Group Chairman and key internal and external stakeholders, including senior management, business partners, investors, government agencies, professional advisers and other prominent stakeholders.

This role requires a mature, highly organised and resourceful individual who is able to anticipate the Group Chairman’s needs, manage competing priorities and handle sensitive and confidential matters with the highest level of discretion and professionalism.

Job Responsibilities:

1. Executive Support

• Manage the Group Chairman’s daily calendar, appointments, meetings and commitments.
• Coordinate and prioritise a demanding schedule involving multiple businesses, locations and time zones.
• Prepare meeting agendas, briefing notes, presentations, correspondence and other materials as required.
• Ensure the Group Chairman is well prepared for meetings, presentations, business discussions and key engagements.
• Follow up on matters arising from meetings and ensure timely completion of action items.
• Act as a key point of contact between the Group Chairman and relevant internal and external parties.

2. Business & Stakeholder Coordination

• Liaise closely with CEOs, directors, senior management and key personnel across the Group.
• Coordinate communications with business partners, investors, advisers, financial institutions, government representatives and other stakeholders.
• Facilitate communication and follow-up across the Group to ensure matters requiring the Group Chairman’s attention are properly addressed.
• Maintain an effective network of contacts and ensure timely and professional communication on behalf of the Group Chairman.
• Assist in coordinating business meetings, corporate events, site visits and other strategic engagements.

3. International Travel & Logistics

• Arrange and manage domestic and international travel, including flights, accommodation, transportation, visas and itineraries.
• Prepare detailed travel schedules and ensure smooth coordination of meetings and engagements during overseas trips.
• Coordinate travel arrangements for accompanying executives, family members or other relevant parties when required.
• Remain flexible to accommodate changes in schedule and travel plans at short notice.

4. Meeting & Event Management

• Organise and coordinate board meetings, management meetings, business discussions, corporate functions and private engagements.
• Prepare meeting rooms, documents, presentations and other necessary materials.
• Coordinate with relevant parties before and after meetings to ensure proper follow-through.
• Assist in the planning and execution of corporate and VIP events.

5. Confidentiality & Information Management

• Handle highly confidential business, financial, corporate and personal information with absolute discretion.
• Maintain proper records, filing systems and documentation relating to the Group Chairman’s office.
• Exercise sound judgement when dealing with sensitive information and high-profile individuals.
• Ensure confidential documents and communications are appropriately managed and protected.

6. Administrative & Personal Support

• Manage correspondence, calls, invitations and other communications on behalf of the Group Chairman.
• Assist with selected personal and private administrative matters as required.
• Coordinate personal appointments, engagements and arrangements where necessary.
• Anticipate the Group Chairman’s requirements and proactively resolve administrative and logistical matters.

7. Special Projects

• Assist the Group Chairman with special assignments, strategic initiatives and ad hoc projects.
• Conduct research and gather information to support the Group Chairman in business discussions and decision-making.
• Prepare summaries, reports and presentations when required.
• Undertake other responsibilities as assigned by the Group Chairman.

Job Requirements:

• Candidate must possess at least a Bachelor’s degree or equivalent qualification in Business Administration, Management, Communications or a related discipline.
• Minimum 5 years of relevant experience, preferably supporting a Group Chairman, CEO, Managing Director, C-suite executive or high-net-worth business principal.
• Experience in a diversified business group, multinational organisation or fast-paced corporate environment will be an advantage.
• Excellent command of written and spoken English; proficiency in Japanese Language is required. Any other languages will be an advantage.
• Strong proficiency in Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Excellent organisational, time-management and multitasking skills.
• Strong written and verbal communication skills.
• Mature, polished and professional personality with excellent interpersonal skills.
• Able to work independently, exercise sound judgement and handle matters with minimal supervision.
• Highly resourceful, proactive and solutions-oriented.
• Willing to work outside normal office hours and travel domestically or internationally when required.
• Possess a valid passport and be prepared for frequent business travel.
• Position is to be based in Ipoh, Perak.

Interested candidates are invited to submit your application via Jobstreet.

For more information on our Group of Companies, please visit us at www.taikogroup.net

All applications will be treated with strict confidentiality. Only short-listed candidates will

be notified.

Taiko Consultants Sdn Bhd

No. 5, Jalan Sultan Nazrin Shah,

30250 Ipoh, Perak, Malaysia.

For more information on our Group of Companies, please visit us at www.taikogroup.net

All applications will be treated with strict confidentiality. Only short-listed candidates will be notified.