Executive Assistant to CEO

Executive Assistant (EA) to Chief Executive Officer (CEO)

Position: Executive Assistant to CEO

Location: Semenyih

Reporting To: Chief Executive Officer (CEO)

Job Summary

We are seeking a highly professional, proactive, and well-organized Executive Assistant (EA) to provide comprehensive administrative, operational, and executive support to the Chief Executive Officer.

The successful candidate will serve as a trusted partner to the CEO, ensuring efficient management of schedules, communications, meetings, travel arrangements, and confidential matters while maintaining the highest level of professionalism and discretion.

Key Responsibilities

Executive & Administrative Support

• Manage the CEO's daily calendar, appointments, meetings, and travel arrangements.
• Coordinate and prioritize incoming correspondence, emails, calls, and meeting requests.
• Prepare reports, presentations, meeting minutes, business correspondence, and executive summaries.
• Organize and maintain confidential files, records, and documents.
• Act as a liaison between the CEO and internal departments, clients, business partners, and external stakeholders.
• Screen and prioritize matters requiring the CEO's attention.

Meeting & Event Coordination

• Coordinate management meetings, board meetings, client meetings, and business events.
• Prepare meeting agendas, presentation materials, and follow-up action trackers.
• Ensure timely communication and follow-up on action items arising from meetings.
• Arrange corporate functions, conferences, and executive-level engagements.

Communication & Stakeholder Management

• Draft professional emails, letters, announcements, and official correspondence on behalf of the CEO.
• Maintain strong relationships with clients, government agencies, business partners, and stakeholders.
• Handle sensitive and confidential information with absolute discretion.
• Represent the CEO professionally when interacting with internal and external parties.

Travel & Logistics Management

• Manage local and international travel arrangements, including flights, accommodations, visas, transportation, and itineraries.
• Ensure all travel schedules are coordinated efficiently and cost-effectively.

Special Projects & Coordination

• Assist the CEO in monitoring strategic projects and key business initiatives.
• Track deadlines and ensure timely completion of assigned tasks.
• Support the CEO with research, data gathering, and business intelligence activities when required.

RequirementsEducation

• Diploma or Bachelor's Degree in Business Administration, Management, Corporate Communication, Secretarial Studies, or related disciplines.

Experience

• Minimum 5 years of proven experience as an Executive Assistant (EA), Personal Assistant (PA), or Executive Secretary supporting C-Level Executives, Managing Directors, Presidents, or CEOs.
• Experience supporting senior management within engineering, construction, oil & gas, industrial services, manufacturing, or corporate environments will be an added advantage.
• Demonstrated experience managing complex schedules, executive correspondence, and high-level stakeholder interactions.

Skills & Competencies

• Excellent command of spoken and written English is mandatory.
• Strong business communication, drafting, and presentation skills.
• Exceptional organizational and time management abilities.
• Ability to work independently with minimal supervision.
• Strong attention to detail and accuracy.
• High level of integrity, professionalism, and confidentiality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Ability to multitask and perform effectively in a fast-paced environment.

Personal Attributes

• Professional appearance and grooming at all times.
• Must dress professionally and represent the CEO and company in a corporate manner.
• Strong interpersonal and communication skills.
• Mature, confident, and able to interact with senior executives and external stakeholders.
• Positive attitude, resourceful, and solution-oriented.
• Willing to travel occasionally when required.

Preferred Qualifications

• Experience supporting CEOs or senior executives in multi-company or regional business operations.
• Experience coordinating international travel and business meetings.
• Familiarity with corporate governance, board meetings, and executive reporting.

Remuneration

Salary shall be commensurate with qualifications, experience, and demonstrated capability.

Only candidates with proven Executive Assistant experience supporting senior management or CEOs and possessing excellent English communication skills will be considered.

Job Type: Full-time

Education

• Diploma/Advanced Diploma (Required)

Experience

• Executive Assistant: 5 years (Required)

Language

• English (Required)
• Bahasa Melayu (Required)

Work Location: In person