Executive Assistant

Executive Assistant – CEO Office

A growing regional technology business is looking for a highly organized and discreet Executive Assistant to support a very senior leader in the business reporting directly to an office manager.

This is a full-time position combining executive support, calendar management, meeting preparation, business writing and follow-up on important CEO Office priorities. The successful candidate must be comfortable handling sensitive information and communicating with senior stakeholders across the region.

Responsibilities

• Manage executive schedules, meetings, appointments, reminders and business engagements.
• Review meeting requests, resolve scheduling conflicts and ensure sufficient preparation time.
• Coordinate participants, venues, virtual meeting links and supporting materials.
• Prepare agendas, meeting packs, presentations and executive briefing documents.
• Research meeting context, attendees and relevant business matters.
• Draft talking points, opening remarks, short speeches and anticipated responses when required.
• Identify sensitive matters that require caution or management approval before being communicated.
• Attend selected meetings and accurately record decisions, action owners and deadlines.
• Maintain action and decision trackers and follow up diplomatically on outstanding items.
• Draft and review emails, letters, reports and other business correspondence.
• Act as a professional point of contact for internal teams, business partners and external stakeholders.
• Coordinate document circulation, signatures, approvals, version control and confidential filing.
• Support time-sensitive CEO Office projects and other priority assignments.

Requirements

• Diploma or degree in Business Administration, Management, Communications or a related discipline.
• At least 3 years of experience in executive support, administration, business coordination, secretarial support or a comparable role.
• Experience supporting senior management, directors, business owners or C-suite executives is preferred.
• Strong business-writing skills with experience preparing executive briefings, presentations or senior-management correspondence.
• Ability to research unfamiliar topics and translate information into clear, practical talking points.
• Sound judgement when deciding what can be communicated, what requires caution and what must be escalated for approval.
• Strong calendar management, organization, prioritization and follow-up skills.
• High level of discretion, integrity and confidentiality.
• Able to anticipate requirements and manage multiple priorities with limited supervision.
• Proficient in Microsoft Outlook, Teams, Word, Excel and PowerPoint.
• Comfortable using relevant digital tools, including AI platforms, to improve research and administrative efficiency.
• Strong written and spoken English.
• Mandarin or Malay communication skills would be advantageous due to regular interaction with regional stakeholders from the Greater China/Malaysia/Indonesia markets.
• Experience working within a fast-paced start-up or regional business would be beneficial.