Executive Assistant

Monroe Consulting Group, an Executive Recruitment firm, is partnering with a leading Professional Services organisation to hire an Executive Assistant to the Group CEO. This opportunity is based in Kuala Lumpur, Malaysia.

Position Overview

The Executive Assistant will provide comprehensive executive support to the Group CEO, ensuring seamless management of strategic priorities, stakeholder engagements, and daily business operations. They play a critical role in enabling organisational efficiency by coordinating executive activities, facilitating communication, and supporting high-level decision-making.

Key Responsibilities

1. Executive Support

• Manage the Group CEO's calendar, appointments, meetings, and travel arrangements.
• Prioritise and coordinate competing schedules and business commitments.
• Prepare meeting agendas, presentations, reports, briefing materials, and correspondence.
• Act as the first point of contact for internal and external stakeholders on behalf of the CEO.
• Screen, prioritise, and manage incoming communications.

2. Stakeholder Management

• Liaise with senior management, board members, clients, investors, and external partners.
• Coordinate executive meetings, leadership discussions, and strategic business reviews.
• Maintain professional relationships with key stakeholders and ensure timely follow-up on action items.

3. Meeting & Event Coordination

• Organise executive meetings, conferences, offsite sessions, and corporate events.
• Attend meetings where required and prepare accurate meeting minutes and action trackers.
• Monitor follow-up actions and ensure timely completion by relevant stakeholders.

4. Business & Project Coordination

• Support the CEO in tracking strategic initiatives and business priorities.
• Coordinate cross-functional projects and ensure alignment across departments.
• Monitor project timelines, deliverables, and key milestones.
• Assist in preparing business updates, management reports, and executive presentations.

5. Administrative & Operational Support

• Manage confidential documents, contracts, and sensitive company information.
• Handle expense claims, purchase requests, and administrative documentation.
• Maintain organised filing systems and executive records.
• Assist with office operations and executive support requirements as needed.

6. Communication & Reporting

• Draft professional emails, reports, announcements, and business correspondence.
• Prepare presentations for board meetings, investor meetings, and management reviews.
• Consolidate information from various departments to support executive decision-making.

Key Requirements

• Bachelor's Degree in Business Administration, Management, Communications, or a related discipline.
• Minimum 3-5 years of experience as an Executive Assistant, Personal Assistant, Chief of Staff support, or similar role supporting senior executives.
• Experience supporting C-suite executives or board-level stakeholders is highly preferred.
• Experience in multinational corporations or fast-paced corporate environments will be an advantage.

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience preparing meeting agendas, presentations, reports, briefing materials, and correspondence.
• Experience coordinating executive meetings, leadership discussions, strategic business reviews, conferences, offsite sessions, and corporate events.
• Ability to prepare accurate meeting minutes, action trackers, management reports, and executive presentations.
• Experience managing confidential documents, contracts, executive records, expense claims, purchase requests, and administrative documentation.
• Proven capability in coordinating cross-functional projects, tracking strategic initiatives, monitoring project timelines, deliverables, and key milestones.
• Strong stakeholder management experience involving senior management, board members, clients, investors, and external partners.

• Excellent verbal and written communication skills.
• Strong organisational and multitasking abilities.
• High level of professionalism, confidentiality, and integrity.
• Strong stakeholder management and interpersonal skills.
• Ability to work independently and manage multiple priorities.
• Strong attention to detail and problem-solving capabilities.
• Excellent time management and prioritisation skills.
• Strong business acumen, discretion, and the ability to perform effectively in a fast-paced and dynamic environment.