Executive Assistant

JOB OVERVIEW

The Executive Assistant (EA) to the CRO plays a critical role in enabling the CRO to focus on strategic priorities by managing administrative, operational, and communication tasks effectively. The EA ensures seamless coordination across departments, compiles essential reports, organizes meetings with department heads, and acts as the CRO's key liaison with internal and external stakeholders. This position requires exceptional organizational skills, strong attention to detail, and the ability to handle sensitive information with discretion.

KEY RESPONSIBILITIES AND DUTIES

Administrative and Operational Support

• Manage the CRO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare agendas, reports, and presentations for meetings and events.
• Organize and maintain confidential files, records, and correspondence.
• Support the planning and execution of key company events, including annual general meetings, board meetings, and organizational celebrations.
• Coordinate logistics, prepare materials, and manage communications for these events.

CRM Management

• Manage and update the Sales CRM system to ensure all information is accurate and current.
• Perform data entry and regularly review CRM entries for completeness and accuracy.
• Generate CRM reports for senior management as needed.

Follow-up and Closure of Action Items

• Track action items assigned to the CRO ensuring they are completed on time.
• Follow up with relevant parties to obtain updates and close action items.
• Maintain a log of completed and pending tasks, providing regular updates to the senior management team.

Confidentiality and Time Management

• Handle sensitive information with the utmost confidentiality.
• Manage time effectively to balance multiple priorities and deadlines.
• Represent the CRO professionally in all interactions.

Departmental Reporting and Coordination

• Establish and maintain a standardized reporting system for all departments.
• Develop and share report templates to ensure consistency in departmental submissions.
• Compile and review reports from department heads, summarizing key insights and trends for the CRO.
• Archive reports systematically for easy access and future reference.

Project Management Support

• Track and follow up on key projects, deliverables, and initiatives across departments.
• Collaborate with department heads to identify challenges and brainstorm solutions.
• Provide progress updates to the CRO on critical initiatives.
• Conduct research and gather information for special projects, reports, or presentations.
• Assist with special projects and other administrative tasks as needed.

QUALIFICATIONS OR REQUIREMENTS

• Education: A minimum of a diploma in Business Administration, Secretarial Studies, or a related field. A bachelor's degree is preferred.
• Experience: At least 1-2 years of experience in an administrative or executive assistant role, preferably supporting C-suite executive.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital tools (Clickup).
• Experience with CRM systems, preferably Sales CRM.
• Strong organizational and multitasking abilities.
• Excellent time management skills.
• Ability to work independently and handle confidential information with discretion.
• Facilitate effective communication.

Mindful Solutions Sdn. Bhd. serves as an umbrella organisation that provides shared services to two dynamic entities: eLearningMinds, a pioneering leader in eLearning solutions since 2004, offering a global range of online learning services and tools while embodying values of adaptability and trustworthiness, and UpSkillingMinds, an offshoot specialising in digital and soft skills training, featuring tailored programs, coaching, and a flexible, results-oriented work culture that encourages creativity and independence.