Executive Assistant to CEO

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Overview

An established global omnichannel retail company in Petaling Jaya seeks an Executive Assistant to the Chief Executive Officer (CEO) to provide dedicated support to the CEO. This position blends high-level executive assistance with office management duties to ensure seamless day-to-day operations and effective communication between the CEO, internal departments, external stakeholders, and legal representatives.

Responsibilities

• Manage and maintain the CEO’s calendar, schedule meetings, coordinate travel, transportation, and accommodation arrangements.
• Prepare, verify and submit claims, support expense reporting processes.
• Prepare, review, and organize documentation, presentations, and reports for internal and external stakeholders.
• Act as primary liaison between the CEO and internal teams, business partners, and external stakeholders.
• Coordinate and support board meetings, leadership team sessions, and company events, ensuring agendas, materials, and minutes are prepared and distributed.
• Draft, review, and manage correspondence, reports, and proposals on behalf of the CEO.
• Liaise with internal and external legal counsel regarding relevant legal documentation, ensuring timely filing and secure storage of contracts.
• Oversee general office administration, including facilities, pantry, cleaning services, office equipment, stationery, and building management matters.
• Handle confidential documents and communications with utmost discretion and professionalism.
• Provide ad hoc administrative and project support as required.

Qualifications

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