Executive Assistant to CEO

Responsibilities:

1. Schedule and Calendar Management:
-Prioritize and schedule activities to optimize the CEO’s time and ensure timely completion of tasks.
-Collaborate with the respective head of departments, head of subsidiaries, head of divisions to ensure the CEO’s schedule are updated, which includes managing meetings, appointment and travel arrangements.
-Collaborate with internal and external parties to schedule meetings and events.

2. Meeting Support
-Attend meetings with the CEO, take meeting minutes and track action items.
-Prepare meeting materials, agendas and presentations.
-Facilitates effective communication and coordination between the CEO and meeting participants.

3. Communication and Correspondence:
-Draft, review, and edit correspondence, presentations, and reports on behalf of the CEO.
-Manage incoming and outgoing communication, including phone calls, emails, and mail.
-Ensure timely and accurate dissemination of information to relevant parties.

4. Confidential Information Handling:
-Handle sensitive and confidential information with utmost discretion and always maintain high level of confidentiality.
-Prepare, review and maintain confidential documents, contracts, and agreement.
-Implement and maintain effective document management systems for efficient storage and retrieval of information.

5. Relationship Management:
-Build and maintain positive working relationships with internal and stakeholders.
-Serve as a liaison between CEO’s office and other departments, teams, and external partners.
-Coordinate with the executive team to foster cross-functional collaboration and information sharing.

6. Special Project and Initiatives:
-Support the CEO in various special projects and initiatives by conducting research,
-preparing presentations and providing assistance as required.
-Monitor project timelines and deliverables, ensuring tasks are completed on schedule.

Requirements:
-Recognized Degree in Electrical, Mechanical Engineering; and/or Law; Business, or a relevant field.
-Candidates must possess a background in the automotive industry.
-Proven experience as an executive assistant or coordinator, preferably supporting C-level executives.
-Ability to handle confidential information with professionalism and discretion.
-Strong interpersonal skills and ability to work effectively with individuals at all levels.
-Strong written and verbal communication skills, with the ability to prioritize tasks and meet deadlines.
-Ability to manage and execute multiple responsibilities at once by focusing on one task while keeping track of others (i.e. multi-tasking).
-High level of confidentiality to the CEO.
-Proactive mindset and the ability to anticipate needs and resolve issues efficiently.
-Strong interpersonal skills and the ability to work effectively with individuals at all levels.
-Excellence command of spoken and written English, Bahasa Malaysia and Mandarin to effectively communicate with our diverse client base and stakeholders.
-Excellence MS Office knowledge.