Executive Assistant to CEO

We are seeking an organized and proactive Executive Assistant to support the CEO in managing daily operations, scheduling, and prioritizing key business activities. The ideal candidate will ensure that the CEO’s time is maximized for high-priority tasks while streamlining communication and delegating issues to the appropriate teams or individuals. This role requires exceptional organizational, communication, and problem-solving skills, along with a strong understanding of the F&B industry.

Key Responsibilities:

• Organize and manage the CEO’s calendar, prioritizing appointments and scheduling meetings to optimize time and reduce conflicts
• Ensure all meetings, catch-ups, and food tastings are well-coordinated and accounted for, considering travel time across the Klang Valley.
• Anticipate scheduling needs and propose changes to balance workload effectively.
• Prepare agendas, materials, and follow-up actions for meetings with department heads, outlet managers, or chefs.
• Take detailed minutes during critical meetings and track progress on deliverables.
• Evaluate incoming requests and delegate to the appropriate person or team.
• Segregate priority tasks/projects and brief the CEO on what requires immediate attention.
• Act as the first point of contact for indirect reports, redirecting queries to relevant departments.
• Act as a liaison between the CEO, shareholders, and internal teams, ensuring clear and concise communication.
• Reduce interruptions by streamlining communication channels.
• Support the CEO in overseeing ongoing projects, tracking deadlines, and ensuring progress reports are delivered by relevant teams.
• Assist with reviewing and organizing documentation related to menu development, outlet progress, and other initiatives.
• Plan and coordinate the CEO’s travel schedules within Klang Valley, ensuring timely arrival at appointments.
• Adjust routes and schedules based on priorities or unforeseen circumstances.
• Manage correspondence, emails, and documents on behalf of the CEO.
• Maintain a database of key contacts, deadlines, and projects for easy reference.

Job Requirements:

• Proven experience as an Executive Assistant, Administrative Manager, or similar role, preferably in the F&B industry.
• Exceptional organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Proficient in using calendar management tools, project management software, Calendly, and Google Workspace.
• Ability to work independently, exercise discretion, and handle sensitive information.
• Familiarity with the F&B industry and understanding of operational workflows is a plus.

Important Note: We value and respect the diverse religions and beliefs of all candidates. Please note that our F&B business includes the serving of alcohol, which may not align with certain personal beliefs. Kindly consider this when applying for the position.