Executive Assistant (Project Management)

Key Responsibilities

• Provide day-to-day administrative and personal assistance to management.
• Manage management's calendar, appointments, meetings, reminders, and schedules.
• Prepare meeting agendas, take meeting minutes, and follow up on action items.
• Coordinate and monitor project progress, timelines, deliverables, and outstanding tasks.
• Follow up closely with internal teams to ensure assigned tasks are completed on time.
• Liaise with customers, vendors, partners, and other stakeholders when required.
• Assist in preparing project documents, proposals, quotations, reports, presentations, UAT documents, and other business documentation.
• Maintain proper records and documentation for ongoing projects.
• Arrange meetings, travel, company activities, and other management-related matters when required.
• Highlight project delays, issues, risks, and pending decisions to management.
• Support management in tracking priorities and ensuring important matters are followed through.
• Handle confidential information professionally and with discretion.
• Perform other administrative, operational, and project-related duties assigned by management.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Project Management, IT, or a related field.
• At least 1–3 years of working experience in Personal Assistant, Project Coordinator, Project Management, Executive Assistant, or similar roles is preferred.
• Fresh graduates with strong organisational and communication skills may also be considered.
• Strong organisational, coordination, and follow-up skills.
• Able to manage multiple tasks and projects simultaneously.
• Good written and verbal communication skills in Mandarin, English and Bahasa Malaysia.
• Preferably Mandarin/Cantonese speaking talents to effectively communicate with Mandarin/Cantonese-speaking clients
• Proficient in Microsoft Office / Google Workspace, especially Word, Excel, PowerPoint, and Google Sheets.
• Able to prepare professional emails, meeting minutes, reports, and presentations.
• Comfortable communicating and coordinating with different departments and levels of management.
• Responsible, detail-oriented, proactive, and able to work with minimal supervision.
• Good problem-solving skills and ability to work under deadlines.
• Experience in IT/software projects, system development, digital projects, or technology companies will be an added advantage.
• Willing to learn and able to adapt quickly to changing priorities.

Preferred Characteristics

We are looking for someone who is:

• Proactive and takes ownership of tasks.
• Strong in follow-up and does not let important matters fall through the cracks.
• Organised and systematic.
• Confident in communicating with management and team members.
• Able to understand project requirements and translate discussions into clear action items.
• Reliable, trustworthy, and comfortable handling confidential matters.
• Flexible and able to support both management-level administrative work and project coordination.