Job Description

At Vincero Investment Academy, our mission is to help working professionals, entrepreneurs, and retirees grow their income and achieve financial freedom by equipping them with the right investment tools, strategies, mindset through the Vincero System. The change we want to make is to bring institutional knowledge and access to retail traders and empower them to grow their wealth exponentially without looking at charts all day, and even if they have no prior trading experience.

Role:
We are seeking a highly organized, meticulous, and proactive Personal Assistant to provide comprehensive support to the CEO and contribute significantly to our operations and marketing initiatives. This role requires exceptional judgment, discretion, and the ability to seamlessly manage executive-level administration, project coordination, and practical marketing support.

Administrative Support

• Manage the CEO’s calendar, including making appointments and prioritizing the most sensitive matters.
• Arrange travel itineraries, flights, accommodation, and all correspondence related to arrangements as needed.
• Prepare for meetings including gathering documents and attending to logistics of meetings.
• Answer and manage incoming calls and emails directed to the CEO and resolve or escalate inquiries as appropriate.
• Draft letters, personal correspondence, and other tasks that facilitate the CEO's ability to lead the company effectively.

Communication Management

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.

Meeting and Event Coordination

• Coordinate meetings and strategic activities with the senior leadership team, the Board of Directors, and other stakeholders.
• Attend meetings with or on behalf of the CEO, take minutes for distribution, ensuring action points are communicated and followed up on.

Project Management

• Work closely with the CEO on special projects, including presentations, proposals, and reports. 
• Conduct research, assemble data, and analyze information to prepare reports and documents. 
• Serve as the follow up contact person for the CEO to manage various projects with different counterparties, ensuring that deadlines and KPIs are met. 
• Create SOPs, checklists, and preparation trackers for virtual and on-site events, streamlining planning and execution, and enhancing efficiency. 

Marketing Support

• Create email templates, and set up automations using platforms such as SalesProcess, ClickFunnels, and ManyChat, streamlining lead generation and nurturing processes.
• Produce marketing materials, graphics, and short-form video content using Canva, Adobe Illustrator, and CapCut to support campaigns and strengthen brand presence.
• Track key performance indicators across events, campaigns, and social media, compiling reports and providing insights to guide decision-making.
• Review team outputs, provide actionable feedback, and follow up on pending tasks.

Talent Acquisition & Development

• Recruitment: Executes end-to-end recruitment by creating and posting job ads, reviewing applicants, and coordinating interview schedules with the CEO.
• Onboarding & Training: Onboards selected hires and lead their 2-week structured training program, including daily check-in calls.

Process Improvement:

• Identify workflow bottlenecks and implement process enhancements for greater team efficiency and smoother project execution.
• Act as a backup team member for both Operations and Marketing, ensuring continuity, adaptability, and strong cross-departmental support during peak workloads.
• Participate in leadership brainstorming sessions, contributing innovative ideas that enhance marketing strategies, streamline operations, and support business growth.

Personal Tasks

• Assist with personal tasks for the CEO to help with time management, such as personal appointments or family-related responsibilities.

There will be regular weekly meetings to discuss the progress and any updates that may be required. Ad hoc meetings may be required as and when necessary.

Job Requirements

• Must be based in Kuala Lumpur, and fluent in both English and Chinese (These are strict requirements)
• Proven experience managing complex CEO calendars, travel, and confidential correspondence for a C-level executive, often involving personal tasks.
• Excellent organizational skills, proven ability to thrive in a fast-paced environment, and the willingness to act as a strategic backup/bridge between Operations and Marketing to ensure continuity and drive business growth.
• Must work efficiently and independently while maintaining strict professional standards.
  
  If you meet the above criteria, you’re welcome to fill out this application form: https://forms.gle/WZ5x93ZFmMpESjcV9

Skills