Executive Assistant

JAC Recruitment


Date: 2 weeks ago
City: Petaling Jaya
Contract type: Full time
Company Overview

An established global omnichannel retail company is currently seeking a seasoned and highly efficient Executive Assistant at Petaling Jaya to provide dedicated support to the Chief Executive Officer (CEO). This position entails a blend of high-level executive assistance and office management duties, ensuring seamless day-to-day operations and effective communication between the CEO, internal departments, external stakeholders, and legal representatives.

JOB RESPONBILTIES

  • Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and coordinating travel, transportation, and accommodation arrangements.
  • Handle the preparation and verification of claims and submissions, and support expense reporting processes.
  • Prepare, review, and organize documentation, presentations, and reports for both internal and external stakeholders.
  • Act as the primary liaison between the CEO and internal teams, business partners, and external stakeholders.
  • Coordinate and provide support for board meetings, leadership team sessions, and company events, ensuring agendas, materials, and minutes are accurately prepared and distributed.
  • Draft, review, and manage correspondence, reports, and proposals on behalf of the CEO.
  • Liaise with internal and external legal counsel regarding relevant legal documentation, ensuring timely filing and secure storage of company contracts.
  • Oversee general office administration, including management of facilities, pantry supplies, cleaning services, office equipment, stationery, water dispensers, air-conditioning servicing, and building management matters.
  • Handle confidential documents and communications with utmost discretion and professionalism.
  • Provide ad hoc administrative and project support as required.



Job Requirements

  • A bachelor's degree or equivalent professional experience is required.
  • A minimum of 5 years’ experience in an Executive Assistant or Personal Assistant role, ideally supporting C-suite executives.
  • Prior experience in liaising with external legal counsel or handling legal matters is a strong advantage.
  • Proficiency in Microsoft Office applications is essential.
  • Excellent organizational, communication, and multitasking abilities.
  • Demonstrated professionalism and discretion in managing confidential information.



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