Job Description

JOB PURPOSE

Provide comprehensive and high-level administrative, communication, and personal support to the Chairperson, CEO and Creative Director (“Group Executive Management”). The role requires exceptional organizational skills, discretion, and the ability to manage both professional and personal matters with efficiency and integrity.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Manage an active calendar of appointments, including scheduling and rescheduling meetings, and organizing business and personal travel arrangements.
• Coordinate logistics for business trips, including flights, accommodations, visa applications, and meeting itineraries.
• Prepare, compile, and manage documents, reports, correspondence, presentations, and briefing materials.
• Track progress of key projects and follow up on action items, deliverables, and deadlines on behalf of the Group Executive Management.
• Ensure accurate and timely preparation, proofreading, and delivery of all documentation and correspondence.

Communication & Liaison

• Handle phone calls, emails, and messages, ensuring timely and professional communication.
• Filter and prioritize incoming communications and requests, responding on behalf of the Group Executive Management when appropriate.
• Draft, review, and respond to emails, letters, and other communications as directed.
• Act as the primary liaison between the Group Executive Management and internal/external stakeholders, including overseas partners and high-level executives when necessary.

Meetings & Coordination

• Coordinate and attend internal and external meetings, take accurate minutes, and ensure timely follow-up on discussed action items if required.
• Arrange and manage meeting logistics, including materials preparation, venue booking, and guest coordination.
• Occasional local or overseas travel assignment with the Group Executive Management when necessary.

Personal & Confidential Support

• Handle personal and confidential matters for the Group Executive Management and immediate family, including banking, memberships, claims, travel, and event planning.
• Manage and coordinate personal errands, appointments, and private engagements to ensure smooth integration with professional responsibilities.
• Assist with personal financial matters and documentation, maintaining strict confidentiality.

Others

• Assist with ad-hoc projects and tasks as required by Executive Management.

Job Requirements

 JOB COMPETENCIES REQUIREMENT

• Proven 2-3 years of experience as a Personal Assistant or similar role supporting senior executives.
• Possess at least a Diploma or Bachelor's Degree in Business Management, Administration, Secretarial, or a related field.
• Strong organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication skills.
• Discretion and confidentiality are essential.
• Proficient in Microsoft Office Suite and digital tools for scheduling, travel management, and communication.
• Ability to work independently, manage multiple priorities, and respond swiftly to changing demands.
• Flexible to work beyond standard office hours when necessary.
• Strong organizational skills and able to manage multiple competing priorities.
• Resourceful, proactive and strong problem-solving skill.
• Must be willing to work in Ara Damansara, Petaling Jaya.

Formal Education

Possess at least a Diploma or Bachelor's Degree in Business Management, Administration, Secretarial, or a related field.

Work Experience

Total Relevant Experience: Minimum of 2-3 years of experience as a Personal Assistant or similar role supporting senior executives

Skills / Knowledge/ Qualifications

• Fluency in English language (Mandarin or Bahasa Malaysia is an added bonus).
• Proficiency in MS Office (in particular Word, Excel and PowerPoint).

Skills