Job Description

We are seeking a highly organised and proactive Executive & Personal Assistant to provide comprehensive support to our Chief Operating Officer (COO). This dual-faceted role requires an individual who can seamlessly navigate both high-level corporate environments and the private requirements of the COO's personal life. The successful candidate will act as a dedicated gatekeeper and lifestyle manager, ensuring that both professional and personal operations run without friction.

Key Responsibilities

Executive & Business Support

• Provide a full spectrum of secretarial and administrative support to the COO.
• Manage a complex corporate calendar, prioritising high-value meetings and protecting the COO’s time.
• Organise intricate international travel itineraries, including flights, visas, accommodation, and ground transport.
• Prepare meeting agendas, take minutes, and develop high-quality presentations and follow-up documentation.
• Handle confidential correspondence and sensitive business data with absolute discretion.
• Act as the primary point of contact between the COO and internal/external stakeholders, including board members and clients.
• Assist with tracking KPIs and preparing business reports for executive review.

Personal & Lifestyle Management

• Oversee the COO’s personal schedule, including medical appointments, social engagements, and family commitments.
• Manage private property matters, liaising with household staff, contractors, or utility providers as required.
• Handle personal errands, gift sourcing, and private event planning.
• Coordinate personal finances, such as processing private expenses or managing membership renewals.
• Ensure a seamless transition between work and home life by managing "life admin" and domestic logistics.

Job Requirements

• Diploma or Degree in Business Administration, Secretarial Studies, or related field
• Minimum 3-5 years of experience as a Secretary or PA to a senior executive, preferably in a corporate environment
• Exceptional written and verbal communication skills in English and Bahasa Malaysia
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Highly organized, detail-oriented, and able to multitask effectively
• Demonstrated ability to handle confidential information with integrity
• Professional appearance and demeanor
• Able to work independently and exercise good judgment
• Flexibility in working hours may be required occasionally

Skills