Personal Assistant to CEO

2 weeks ago

Air Itam, Malaysia Macwise Advisors DMCC Full time

Job Title: Personal Assistant to CEO

Location: In-Person from our Malaysian office / work space

Reporting to: CEO is based in Dubai

Working Hours: 9 AM - 7 PM Dubai time (GMT+4), with flexibility as required. Immediate responsiveness expected during working hours.

Job Summary:
We are looking for a sharp, highly organised, and dependable Personal Assistant to support the CEO of a fastpaced, multi industry business based in Dubai. You will serve as the CEO’s right hand to anticipate needs, coordinate across global time zones (UK, India, Dubai, Singapore, Malaysia), and manage high-volume tasks with discretion and speed.

This role requires exceptional organisation, strong communication skills, and the ability to manage reminders, protocols, and timelines effectively, including factoring in local market dynamics. Intermittent travel will also be expected.

Key Responsibility Areas (KRAs):
1. Calendar & Schedule Management
- Manage an intricate calendar across multiple time zones
- Schedule and reschedule meetings with mínimal friction
- Ensure CEO is briefed, prepped, and on time
- Act as a communication gatekeeper for the CEO

3. Travel & Logistics Coordination
- Organise multileg travel across regions (flights, accommodation, transport)
- Prepare itineraries and documentation
- Track and reconcile travel expenses

4. Meeting Prep, Documentation & Internal Protocols
- Prepare agendas, notes, and presentations
- Document meeting minutes and followups
- Track and remind CEO of deliverables, decisions, and internal protocols

5. Project & Task Tracking
- Maintain todo lists and reminders on the CEO’s behalf
- Track action items and timelines across multiple workstreams
- Coordinate with different departments to move tasks forward
- Conduct due diligence and manage project timelines with sensitivity to local demographics and cultural nuances

6. Personal Admin Support
- Assist with personal errands and digital admin (e.g., renewals, appointments)
- Maintain discretion with sensitive information

7. Global Coordination
- Manage time differences and scheduling for teams in the UK, India, UAE, Malaysia, and Singapore
- Preempt scheduling conflicts and provide time conversion support

8. Adhoc Executive Support
- Conduct quick research tasks or briefings
- Assist with document formatting, brand decks, and other light creative tasks
- Occasionally liaise with internal or external stakeholders on the CEO’s behalf

9. Liaise with Internal & External Finance Contacts:

- Coordinate with the company’s local finance & accounting team to ensure smooth financial processes and compliance.
- Communicate with internal & external accountants, auditors, or legal consultants as needed to set reminders to ensure the company’s adherence to VAT, tax, and other local regulatory requirements related to invoicing, payments, and services.
- Monitor deadlines and ensure timely submissions or renewals related to financial/governmental filings where required.

**Requirements**:
1. Based in Malaysia (in-person role) with fluency in English (written and verbal)

2. 2-5 years’ experience supporting a senior executive in-person or virtually

3. Extremely organised, proactive, and detailoriented

4. Strong tech proficiency (Google Workspace, Slack, Notion, Trello, Zoom, etc.)

5. Ability to manage internal reminders, protocols, and due diligence across projects

6. Comfortable working in a fastpaced, high-accountability role

7. Flexibility for afterhours tasks and intermittent travel when required

**Job Types**: Full-time, Permanent

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