Personal Assistant to CEO

3 days ago

Kepong, Malaysia Winstar Aluminium Manufacturing Sdn Bhd Full time

Job Responsibilities:

1. Executive Support

  • Manage CEO's daily schedule, appointments, and meeting arrangements;
  • Organize and coordinate internal and external meetings, including plant visits, board meetings, and leadership briefings;
  • Prepare and circulate meeting agendas, documents, and minutes (circulation of meeting minutes within 3 days after the meeting);
  • Prepare letter of approval, and meeting documents within required time frames;
  • Prepare agendas, meeting notes, reports, and presentation materials;
  • Track action items and ensure timely follow-ups.

2. Communication & Coordination

  • Act as the point of contact between the CEO and internal/external stakeholders including suppliers, partners, and regulatory bodies;
  • Draft, review, and manage professional correspondence, emails, and memos;
  • Handle confidential documents with discretion.

3. Travel & Logistics

  • Plan and coordinate complex travel itineraries including factory visits, international trade shows, and supplier meetings;
  • Manage travel expenses, claims, and reimbursements.

4. Project & Operational Support

  • Assist in project coordination involving operations, production planning, or supplier development;
  • Liaise with department heads to gather reports and consolidate updates for the CEO;
  • Support preparation for management reviews, audits, or compliance submissions.

5. Administrative Management

  • Maintain an organized filing system (both physical and digital);
  • Monitor office supplies and coordinate with Admin for CEO's needs;
  • Handle personal matters for the CEO as required (minimal and on a need basis);
  • Assisting with special projects and any other administrative tasks as required.

Requirement:

  • Bachelor's Degree or Diploma in Business Admin, Management, or related fields;
  • Minimum 5 years of experience supporting top-level executives;
  • Meticulous, detailed, well-organized, and able to work independently to meet deadlines;
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
  • Strong communication skills in English and Bahasa Malaysia; Mandarin is a plus;
  • Excellent organizational, problem-solving, and multitasking abilities;
  • High integrity, confidentiality, and professionalism;
  • Proficient in MS Office, Google Workspace, and project tracking tools.

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