Executive Assistant to CEO

Responsibilities:

1. Schedule and Calendar Management:

• Prioritize and schedule activities to optimize the CEO’s time and ensure timely completion of tasks.
• Collaborate with the respective head of departments, head of subsidiaries, head of divisions to ensure the CEO’s schedule are updated, which includes managing meetings, appointment and travel arrangements.
• Collaborate with internal and external parties to schedule meetings and events.

2. Meeting Support

• Attend meetings with the CEO, take meeting minutes and track action items.
• Prepare meeting materials, agendas and presentations.
• Facilitates effective communication and coordination between the CEO and meeting participants.

3. Communication and Correspondence:

• Draft, review, and edit correspondence, presentations, and reports on behalf of the CEO.
• Manage incoming and outgoing communication, including phone calls, emails, and mail.
• Ensure timely and accurate dissemination of information to relevant parties.

4. Confidential Information Handling:

• Handle sensitive and confidential information with utmost discretion and always maintain high level of confidentiality.
• Prepare, review and maintain confidential documents, contracts, and agreement.
• Implement and maintain effective document management systems for efficient storage and retrieval of information.

5. Relationship Management:

• Build and maintain positive working relationships with internal and stakeholders.
• Serve as a liaison between CEO’s office and other departments, teams, and external partners.
• Coordinate with the executive team to foster cross-functional collaboration and information sharing.

6. Special Project and Initiatives:

• Support the CEO in various special projects and initiatives by conducting research,
• preparing presentations and providing assistance as required.
• Monitor project timelines and deliverables, ensuring tasks are completed on schedule.

Requirements:

• Recognized Degree in Electrical, Mechanical Engineering; and/or Law; Business, or a relevant field.
• Candidates must possess a background in the automotive industry.
• Proven experience as an executive assistant or coordinator, preferably supporting C-level executives.
• Ability to handle confidential information with professionalism and discretion.
• Strong interpersonal skills and ability to work effectively with individuals at all levels.
• Strong written and verbal communication skills, with the ability to prioritize tasks and meet deadlines.
• Ability to manage and execute multiple responsibilities at once by focusing on one task while keeping track of others (i.e. multi-tasking).
• High level of confidentiality to the CEO.
• Proactive mindset and the ability to anticipate needs and resolve issues efficiently.
• Strong interpersonal skills and the ability to work effectively with individuals at all levels.
• Excellence command of spoken and written English, Bahasa Malaysia and Mandarin to effectively communicate with our diverse client base and stakeholders.
• Excellence MS Office knowledge.