Executive Assistance to Director

2 weeks ago

Sungai Petani, Malaysia Pristine Resources Full time

**Job Summary**:
This role is critical in ensuring the founder operates efficiently, with clear visibility on all active projects, deadlines, and deliverables.

**Key Responsibilities:1. Founder Support & Daily Coordination**
- Manage and organize the founder’s calendar, appointments, and meetings.
- Prepare daily and weekly to-do lists and ensure key items are prioritized.
- Coordinate logistics and ensure the founder has what he needs in advance.

**2. Communication & Information Management**
- Communicate with direct reports and team leads across multiple businesses.
- Follow up on action items and consolidate updates into a clear summary.
- Present information in a digestible format (e.g., weekly reports, bullet-point updates, short dashboards).

**3. Meeting Support**
- Attend internal and external meetings with or on behalf of the founder.
- Take detailed meeting minutes, track decisions, and follow up on action points.
- Ensure meeting outcomes are communicated and executed in a timely manner.

**4. Task and Project Tracking**
- Monitor deadlines, responsibilities, and progress of key initiatives.
- Remind relevant team members and ensure timely completion of tasks.
- Maintain a central task list (e.g., in Notion, Trello, or Excel) for visibility.

**5. Organization & Document Management**
- Maintain structured digital files, SOPs, and business documents.
- Prepare and organize briefing materials, slides, reports, and notes.
- Help structure recurring reports from departments for faster updates.

**6. Logistics & Errands**
- Assist with ad hoc travel bookings, venue arrangements, or errands when necessary.
- Driving may be occasionally required for meetings or logistics.

**Requirements**:

- Proven experience as an Executive Assistant, Personal Assistant, or Operations Coordinator.
- Strong communication and follow-up skills.
- Excellent organizational and time management skills.
- Able to manage multiple priorities and stay calm under pressure.
- Tech-savvy (Google Workspace, Excel, Notion/Trello preferred).
- Proficient in English and Bahasa Malaysia.
- Must possess a valid driver’s license and be willing to drive when required.

**Preferred Traits**:

- Trustworthy and discreet with confidential information.
- Detail-oriented and able to summarize complex information.
- Independent, resourceful, and solution-driven.
- Professional, reliable, and committed to long-term growth.

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

Pay: RM2,000.00 - RM2,500.00 per month

**Benefits**:

- Company car
- Health insurance
- Opportunities for promotion
- Professional development

Application Question(s):

- Are you proficient in Excel.

**Education**:

- Diploma/Advanced Diploma (preferred)

**Experience**:

- Executive Assistant: 1 year (preferred)

**Language**:

- English (preferred)
- Mandarin (preferred)

License/Certification:

- Driving License (preferred)

**Location**:

- Sungai Petani (08000) (preferred)

Work Location: In person

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