Executive Assistant

Your tasks

About the role We are seeking a highly organised, discreet, and resourceful Executive Assistant to provide executive and administrative support to the Manager, CEO Office. The role manages schedules, meetings, correspondence, executive briefings, documents, follow-up activities, and confidential CEO Office priorities.

1. Key Responsibilities Executive and Calendar Support

• Manage schedules, meetings, appointments, reminders, and business engagements for the Manager, CEO Office.
• Review meeting requests, identify conflicts, and coordinate priorities and preparation time.
• Arrange meeting logistics, participants, venues, virtual links, and supporting materials.
• Handle schedule changes promptly while maintaining professional communication.

Meeting Briefing, Speech Preparation and Follow-Up

• Prepare agendas, participant information, meeting briefs, presentations, meeting packs, and other supporting documents.
• Research the meeting context and draft practical speaking guidance for the CEO or Manager, CEO Office, including recommended messages, matters that should be addressed, sensitive topics requiring caution, and points that should not be discussed without prior approval.
• Draft opening remarks, short speeches, key talking points, anticipated questions, and suggested responses when required.
• Verify facts with the relevant business owner or department and clearly identify information requiring management approval before use.
• Attend selected meetings and accurately record key discussions, decisions, action owners, and deadlines.
• Maintain action and decision trackers and follow up diplomatically on outstanding matters.

Communication and Stakeholder Coordination

• Act as a professional point of contact for internal departments, business partners, vendors, and other stakeholders.
• Draft and review emails, letters, messages, reports, and business correspondence.
• Screen incoming requests and escalate urgent, sensitive, or high priority matters appropriately.
• Communicate instructions clearly and maintain professional relationships across seniority levels.

Document and Information Management

• Organise and maintain confidential electronic and physical records.
• Coordinate document circulation, signatures, approvals, version control, and filing.
• Prepare and format documents, presentations, spreadsheets, and management materials.
• Ensure sensitive information is shared only with authorised persons on a need-to-know basis.

CEO Office Administration

• Support CEO Office priorities, special assignments, and time-sensitive requests.
• Maintain procedures, templates, trackers, filing systems, and deadline reminders.
• Provide administrative and other reasonable support to the Manager, CEO Office as required.

Requirements

2. Job Requirements

• Diploma or degree in Business Administration, Management, Communications, or related discipline.
• At least 3 years of relevant experience in executive support, administration, business coordination, secretarial support, or a comparable role.
• Experience supporting senior management, directors, business owners, or C-suite executives is preferred.
• Experience working in a fast-paced and confidential environment is advantageous.
• Strong spoken and written English and the ability to communicate effectively in Mandarin. Malay is an advantage.
• Excellent organisation, scheduling, prioritisation, research, and follow-up skills.
• Strong business writing and the ability to prepare executive briefings, speaking points, and draft speeches in a clear, appropriate, and audience-sensitive manner.
• Good judgement in identifying what should be communicated, what requires caution, and what must be escalated for approval.
• High level of discretion, integrity, confidentiality, and sound judgement.
• Ability to work independently, anticipate requirements, and manage multiple priorities with limited supervision.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and other relevant digital tools.