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Executive Assistant to Executive Director

Executive Assistant to Executive Director

Indadi Utama (M) Sdn BhdSelangorMalaysia, Selangor, Malaysia
1 day ago
Job description

Executive Assistant to Executive Director

  • Gatekeeping and communication : Act as the first point of contact for the executive director, screening and directing incoming calls, emails, and visitors. Manage correspondence on their behalf.
  • Calendar Management : Expertly manage and prioritize the executive director's complex calendar, including scheduling meetings, appointments, and speaking engagements to align with strategic priorities.
  • Travel Coordination : Arrange comprehensive domestic and international travel, including flights, hotels, and transportation. Prepare detailed itineraries and manage expense reports.
  • Meeting preparation : Coordinate and prepare for meetings by drafting agendas, assembling materials, and gathering relevant background information. Take minutes and track follow‑up action items.
  • Information and document management : Maintain organized digital and physical filing systems for confidential and sensitive documents, ensuring easy retrieval.

2. Operational & Strategic Support

  • Project management : Assist in tracking and executing strategic initiative and special projects. Monitor deadlines and follow up to ensure deliverables are met.
  • Research and reporting : Conduct research and gather information as needed to support the executive director’s decision‑making.
  • Process improvement : Identify opportunities to streamline administrative processes and workflow to increase overall efficiency.
  • Strategic partnership : Act as a bridge for smooth communication between the executive and departmental head.

    • 3. Confidentiality & Professionalism

  • Discretion : Handle confidential and sensitive information with the highest level of integrity and discretion.
  • Proactivity : Anticipate the needs of the executive director, offering proactive support and solutions to prevent problems before they arise.
  • Judgment : Exercise mature professional judgement to make sound decisions regarding priorities with minimal guidance.

    • Job Requirements :

  • Minimum 4 years and above relevant experience as a Executive Assistant for C‑Level with proven track record.
  • Bachelor’s Degree in Business Administration or Diploma in Secretarial.
  • Strong communication skills written, oral and presentation (Confident in articulating viewpoints and is a persuasive speaker).
  • Exceptional organizational and time management skills, with the ability to prioritize tasks, manage competing priorities, meet deadlines in a fast‑paced setting and adapt to changing priorities.
  • Strategic thinker with the ability to anticipate needs, identify opportunities, and provide proactive support to the executive team.
  • Highly organized, meticulous, and resourceful with strong follow‑up skills.
  • Exceptional interpersonal skills and professional demeanor.
  • Ability to work under pressure and handle multiple priorities.
  • Proficiency knowledge of Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and PowerPoint.
  • Flexible and willing to work beyond normal office hours, including weekends, when required.

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    Assistant Executive • SelangorMalaysia, Selangor, Malaysia