Executive Assistant (Kuala Lumpur)

About the Role

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive remote support to our CEO/C-level executive. This is a work-from-home position based in Kuala Lumpur, Malaysia, ideal for a bilingual, self-motivated professional who combines strong administrative expertise, event management experience, and a sales background to support both operational and business development needs.

Key Responsibilities

Executive Support (Remote)

• Manage complex calendars, scheduling, and prioritization of meetings for the CEO/executive across different time zones (regional/global stakeholders)
• Screen and manage correspondence, calls, and communications on behalf of the executive — in both English and Chinese
• Prepare briefing materials, reports, presentations, and meeting agendas
• Coordinate domestic (within Malaysia) and international travel arrangements, including visas, itineraries, and accommodations
• Act as a liaison between the executive and internal/external stakeholders, board members, and clients — including Chinese-speaking partners/clients
• Handle confidential information with the highest level of discretion and professionalism
• Track action items and follow up on deliverables to ensure deadlines are met
• Maintain strong virtual communication and self-management given the remote nature of the role

Sales & Business Support

• Support the executive with sales pipeline tracking, CRM updates, and follow-ups with prospects/clients
• Prepare sales presentations, proposals, and pitch decks (in English and/or Chinese as needed)
• Coordinate and schedule client/investor meetings and calls, including with Chinese-speaking stakeholders
• Assist in preparing sales reports and performance summaries for leadership review
• Liaise with the sales team to consolidate updates for the CEO/executive

Event Management

• Plan, coordinate, and execute corporate events including board meetings, leadership offsites, town halls, client events, and conferences (in-person and virtual) across Penang and the wider Malaysia/APAC/Greater China region
• Manage event budgets, vendor negotiations, and contracts with local suppliers remotely
• Oversee logistics: venue selection, catering, AV/technical requirements, and guest management
• Navigate local event considerations (permits, cultural/religious sensitivities, multi-ethnic dietary requirements)
• Collaborate with internal teams (marketing, HR, sales, operations) to align events with company and sales objectives
• Troubleshoot on-site or virtual event issues and manage last-minute changes with composure

Administrative & Office Support

• Prepare and process expense reports, invoices, and budget tracking for the executive office
• Maintain organized digital filing systems for sensitive documents
• Support special projects and cross-functional initiatives as assigned
• Liaise with local government agencies/authorities when required

Requirements

• Minimum 3+ years of experience as an Executive Assistant supporting a CEO or C-level executive
• Demonstrated experience in event planning/management (corporate events, conferences, or off-sites)
• Prior experience in a sales support, sales coordination, or sales-related role
• Fluent in English and Chinese (Mandarin) — both written and verbal, required
• Proven ability to work independently and manage time effectively in a remote/WFH setup
• Exceptional organizational, time-management, and multitasking skills
• High proficiency in MS Office/Google Workspace; familiarity with CRM tools (e.g., Salesforce, HubSpot), project management, and event planning tools (e.g., Asana, Cvent, Eventbrite)
• Reliable home office setup with stable internet connectivity
• Ability to handle confidential information with discretion and sound judgment
• Strong interpersonal skills with a polished, professional demeanor, comfortable working in a multicultural, bilingual environment
• Flexibility to work outside standard hours when needed for events, sales deadlines, or executive schedule demands
• Must be legally eligible to work in Kuala Lumpur, Malaysia
• Bachelor's degree preferred (or equivalent professional experience)

Preferred Qualities

• Resourceful problem-solver who anticipates needs before being asked
• Self-disciplined with strong remote-work habits and accountability
• Calm under pressure with strong attention to detail
• Comfortable balancing administrative, sales-support, and event coordination priorities simultaneously