Job Description

Role Overview

This role support the CTO through project tracking, scheduling, and cross-border coordination. Proactive and accountable candidates preferred.

Key Responsibilities

1. Project Coordination & Tracking

• Track the progress, key milestones, and delivery timelines of projects across the technology department; proactively identify delay risks and flag them in advance
• Establish and maintain a project tracking mechanism
• Compile the technology team's weekly/monthly reports, extracting key points to support the CTO's decision-making
• Assist in preparing materials for external/upward reporting (e.g., board reports, CEO Round Table, etc.)
• Follow up on cross-departmental collaboration items, proactively driving them to closure and reducing the time the CTO spends on routine follow-ups

1. Schedule & Meeting Management

• Manage the CTO's schedule, prioritizing meetings based on importance/urgency and arranging itineraries accordingly
• Handle travel arrangements, expense claims, and day-to-day administrative matters
• Organize meeting minutes and follow up on action items, proactively chasing stakeholders to ensure timely delivery

1. Cross-Border Team Coordination

• Act as the communication bridge between the CTO and internal teams/overseas offices, coordinating communication and collaboration across teams in Southeast Asia and other locations
• Proactively identify potential issues and flag them early, rather than waiting passively for instructions
• Track and remind teams of public holidays across different locations to avoid scheduling conflicts caused by holiday differences
• Coordinate reminders and logistics related to cross-team bonding/team-building activities

1. Travel Coordination

• Liaise with other executive assistants/secretaries to confirm travel itineraries, helping coordinate travel arrangements outside Malaysia

Job Requirements

Requirements

• Diploma or above, preferably in Business Administration, Business, Project Management, or a related field
• 2+ years of experience as an executive assistant/secretary/project coordinator, preferably with a background in technology or internet companies
• Proactive attitude and strong sense of ownership — able to independently follow through on matters to closure without repeated follow-up
• Basic project management awareness (e.g., milestone tracking)
• Good business acumen, with the ability to understand basic technical/business terminology (no coding required, but able to understand project progress)
• Fluent in both Chinese and English (the company operates in a bilingual Chinese-English environment)
• Familiar with office software and collaboration tools

Nice to Have

• Experience collaborating with cross-border teams (especially in Southeast Asia)
• Background in technology/internet industry
• Hands-on project management experience

Skills