Personal Assistant

3 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Xanderia Berhad Full time 3,300 - 33,800 per year

Assistant to Group CEO

Key Responsibilities

1) Executive Operations & Coordination

● Track all directives, commitments, and tasks assigned by the GCEO, ensuring timely completion and accountability.

● Liaise with the GCOO, Chiefs, and department heads to ensure follow-ups and alignment on key initiatives.

● Implement systems and process improvements to enhance the efficiency of the CEO's office.

2) Calendar, Appointments & Time Optimisation

● Manage the GCEO's business and personal calendar, balancing strategic, operational, and private commitments.

● Coordinate internal and external meetings, off-site visits, and key stakeholder engagements.

● Send timely reminders to the GCEO and relevant stakeholders regarding appointments, travel, deliverables and action items.

● Anticipate scheduling conflicts and proactively resolve them to prevent operational disruptions.

3) Communication & Correspondence

● Act as the first point of contact for all incoming and outgoing communication related to the GCEO.

● Draft, review, and dispatch correspondence, ensuring tone and accuracy align with XB's professional standards.

● Liaise with executive offices, clients, board members, and partners on behalf of the GCEO when required.

● Maintain discretion and confidentiality across all internal and external communication.

4) Meeting & Task Management

● Maintain a GCEO Action Register to monitor progress, deadlines, and responsible stakeholders.

● Follow up with internal and external parties to ensure all action items are completed on time.

● Circulate concise summaries of outcomes and required next steps post-meetings.

● Prepare meeting agendas, briefing materials, and supporting documentation for the GCEO.

● Record minutes and capture key decisions and action points during meetings.

5) Document & Workflow Management

● Manage the submission, tracking, and filing of official documents, proposals, and reports requiring GCEO's attention or approval.

● Ensure accuracy, completeness, and proper formatting of all materials before presentation to the GCEO.

● Maintain a structured, easily retrievable digital archive for all.

● Ensure travel plans are efficient, cost-effective, and aligned with operational requirements.

● Coordinate signature approvals and maintain confidentiality of sensitive documentation.

6) Personal Support & Lifestyle Management

● Manage personal schedules, appointments, and reminders, ensuring no overlap with business commitments.

● Coordinate personal engagements, family events, and relevant logistics discreetly.

● Oversee renewal dates for memberships, subscriptions, and important administrative deadlines.

● Assist with errands, reservations, and other ad-hoc personal tasks as required.

7) Confidentiality, Governance & Ethics

● Maintain the highest standards of confidentiality across business and personal matters.

● Ensure compliance with XB's internal governance, approval policies, and reporting procedures.

● Represent the GCEO's office with professionalism and discretion in all engagements.

Salary : RM 3,300 - RM 3,800

Experience : 1 years - 2 years

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