Executive Assistant

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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