Executive Assistant or Special Officer

19 hours ago

Johor Bahru, Johor, Malaysia ISKANDAR WATERFRONT SDN BHD Full time

Key Responsibilities

1. Executive and Administrative Support

  • Manage Chairman's calendar, appointments, and meetings, ensuring optimal time management.
  • Prepare and coordinate meeting materials, agendas, and briefing notes.
  • Handle confidential correspondence, documents, and communications with the highest level of discretion.
  • Draft, review, and proofread letters, reports, and presentations.
  • Liaise with corporate offices, board members, government agencies, and other stakeholders on Chairman's behalf.

2. Travel and Logistics

  • Arrange complex travel itineraries (domestic and international), including flights, accommodations, transport, and visa arrangements.
  • Prepare detailed travel packs and ensure smooth coordination of all travel-related matters.

3. Personal and Household Coordination

  • Manage personal appointments, events, and household matters discreetly and efficiently.
  • Coordinate with household staff, drivers, and vendors where necessary.
  • Ensure all personal and family-related tasks are handled with sensitivity and confidentiality.

4. Communication and Liaison

  • Act as the main point of contact for Chairman's office, screening calls and visitors with professionalism and tact.
  • Handle both professional and social correspondence.
  • Maintain excellent relationships with key stakeholders, both internal and external.

5. Office and Project Management

  • Assist in project coordination, follow-ups, and ensuring deliverables are met.
  • Maintain filing systems, databases, and records (both digital and physical).
  • Oversee administrative functions and ensure office efficiency.

Requirements

Qualifications

  • Bachelor's Degree in Business Administration, Management, Secretarial Studies, Law or related discipline.
  • Minimum 5–10 years of experience supporting a Chairman / CEO / Dato' / Tan Sri or equivalent level.

Skills and Attributes

  • Excellent command of English and Bahasa Malaysia (both written and spoken); Mandarin proficiency is an advantage.
  • Male is preferably for this position.
  • Highly organised, meticulous, and resourceful with strong follow-up skills.
  • Exceptional interpersonal skills and professional demeanour.
  • Strong sense of confidentiality, loyalty, and discretion.
  • Ability to work under pressure and handle multiple priorities.
  • Proficient in Microsoft Office Suite and digital productivity tools.
  • Flexible and willing to work beyond normal office hours, including weekends, when required.

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