Executive Assistant to CEO

4 days ago

Kuala Lumpur, Malaysia SPCI HELM Malaysia Sdn Bhd Full time

**Job Description: Executive Assistant to CEO**

**Position Overview**:
The Executive Assistant to the CEO will provide high-level administrative support to the Chief Executive Officer and members of the management team including General Manager (GM) and Chief Financial Officer (CFO) in order to enhance their effectiveness and contribute to the overall success of the organization. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information.

**Responsibilities**:
**Calendar Management**:

- Manage and prioritize the CEO's calendar, scheduling appointments, meetings, and conferences.
- Coordinate and arrange both internal and external meetings, ensuring all logistics are in place.

**Communication**:
**Travel Coordination**:

- Plan and coordinate complex travel arrangements, including flights, accommodations, transportation, and itineraries.
- Anticipate potential travel issues and proactively make adjustments as needed.

**Meeting Support**:

- Prepare meeting agendas, presentations, and relevant materials in advance of meetings.
- Attend meetings, take accurate minutes, and distribute follow-up action items.

**Information Management**:

- Maintain an organized filing system for both physical and electronic documents, ensuring easy access and retrieval.
- Manage confidential information with discretion and professionalism.

**Relationship Management**:

- Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and board members.
- Act as a liaison between the CEO and various departments within the organization.

**Project Coordination**:

- Assist with special projects and initiatives as assigned by the CEO, coordinating cross-functional teams as needed.
- Monitor project timelines, track progress, and provide regular updates to the CEO.

**Office Management**:

- Oversee the smooth operation of the executive office, including ordering supplies, managing office equipment, and handling office maintenance.

**Prioritization and Time Management**:

- Assist the CEO in managing priorities and deadlines, ensuring that important tasks are addressed promptly.

**Miscellaneous Support**:

- Handle personal tasks and errands for the CEO as required.

Provide support during off-hours and on weekends for urgent matters.

**Qualifications/Requirements**:

- Bachelor's degree in Business Administration, Communication, or related field (preferred).
- Proven experience as an Executive Assistant or in a similar high-level administrative role.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills (English, Mandarin, Malay).
- Proficiency in office software and technology, including Microsoft Office Suite and calendar management tools.
- Ability to multitask and manage priorities effectively in a fast-paced environment.
- Discretion and professionalism when handling sensitive information.
- Strong problem-solving skills and the ability to think critically.
- Adaptability and flexibility in response to changing priorities.
- Strong interpersonal skills and the ability to work collaboratively with diverse teams.

**Working Hours** : 8.30am - 5.30pm

**Work Location**: Kota Damansara

**Expected Start Date**: Immediate / ASAP

**Salary**: RM5,000.00 - RM7,000.00 per month

**Benefits**:

- Additional leave
- Health insurance
- Maternity leave
- Professional development
- Work from home

Schedule:

- Fixed shift
- Monday to Friday

Supplemental pay types:

- Yearly bonus

Ability to commute/relocate:

- Kuala Lumpur: Reliably commute or planning to relocate before starting work (required)

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