Personal Assistant to CEO

Job Summary:

Provide comprehensive executive and administrative support to the CEO, including calendar management, stakeholder coordination, meeting and travel arrangements, strategic project tracking, and business performance analysis. The role ensures effective communication, operational efficiency, and timely execution of key management initiatives.

Job Description:

1. Executive Support & Administration

• Manage the CEO's calendar, appointments, meetings, and travel arrangements.
• Prepare and coordinate reports, presentations, correspondence, and other business documents.
• Handle confidential and sensitive information with the highest level of discretion.
• Screen, prioritize, and coordinate incoming communications and requests.
• Record meeting minutes and monitor follow-up actions to ensure timely completion.

2. Communication & Stakeholder Management

• Act as the primary liaison between the CEO and internal/external stakeholders.
• Draft, review, and manage professional communications on behalf of the CEO.
• Coordinate engagements with Board members, senior management, government agencies, and business partners.
• Ensure prompt and effective responses to inquiries and requests.

3. Meeting & Event Coordination

• Organize and coordinate management meetings, Board meetings, and corporate events.
• Prepare meeting agendas, briefing materials, and supporting documents.
• Manage meeting and event logistics, including venue arrangements and technical support.
• Attend meetings when required and ensure effective follow-up on decisions and action items.

4. Travel & Logistics Management

• Coordinate domestic and international business travel, including flights, accommodations, visas, and itineraries.
• Process travel-related expenses and reimbursement claims.
• Ensure seamless execution of travel and logistical arrangements.

5. Project & Task Management

• Support special projects, strategic initiatives, and research assignments as directed by the CEO.
• Monitor project timelines, deliverables, and progress updates.
• Anticipate administrative needs and proactively resolve issues to support operational effectiveness.

6. Business Analysis & Strategic Support

• Analyze business performance across business units and subsidiaries.
• Prepare management reports and summary analyses for decision-making purposes.
• Support strategic planning, project monitoring, and execution of Group-wide initiatives.
• Coordinate and follow up on action plans with Heads of Business (HOBs) and management teams.
• Conduct market, competitor, and industry research to support business growth and strategic decisions.

Job Requirements:

• Bachelor's Degree in Business Administration, Management, Corporate Communications, Finance, Economics, or a related discipline.
• Minimum 5–8 years of relevant experience in a Personal Assistant, Executive Assistant or similar role supporting senior management.
• Strong stakeholder management and interpersonal skills, with the ability to engage effectively at all levels.
• Strong verbal and written communication skills in English or Bahasa Malaysia or Mandarin (add advantage) .
• Exhibits exceptional discretion, professionalism, and integrity when handling highly confidential and sensitive matters.
• Proficient in Microsoft Office applications, particularly Excel, PowerPoint, Word, and Outlook, familiarity with accounting software (QuickBooks) or Data Tools (Python, R, Tableau) is advantageous.
• Strong analytical, problem-solving, and critical-thinking capabilities.
• Proficient in preparing high-quality management reports, business presentations, and analytical insights for senior management and Board review.
• Ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
• Have own transportation.