2,845 Pa To Ceo jobs in Malaysia

What you'll be doing?

• Schedule Management: Arranging and managing the CEO's schedule, including meetings, appointments, and travel plans.
• Communication Coordination: Handling phone calls, emails, and other communications to ensure information is conveyed promptly.
• Document Management: Preparing and organizing reports, presentations, and other documents, ensuring accuracy and confidentiality.
• Meeting Coordination: Scheduling meetings, arranging locations, preparing meeting materials, and taking minutes.
• Travel Arrangements: Managing all aspects of travel, including flights, hotels, and transportation arrangements.
• Relationship Management: Maintaining good relationships with internal and external contacts, representing the CEO in communications.
• Project Follow-Up: Assisting the director in tracking the progress of important projects to ensure tasks are completed on time.
• Perform other duties that may be assigned.

What we're looking for?

• With or without experience, fresh graduates are welcome to apply.
• Bachelor's degree in Business, Finance, Law, or a related field.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Pleasant personality and able to work in a dynamic team.
• Discretion and confidentiality when handling sensitive information.
• Able to work independently.

Location: Mont Kiara, KL

Salary: RM4500-RM6000

Role Description

As the Executive Assistant to the Group Managing Director & CEO, you will play a critical role in supporting the executive leadership team by providing strategic assistance, managing confidential matters, and facilitating communication and coordination across various departments and stakeholders.

This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with the utmost confidentiality. You will serve as a key liaison between the CEO and internal/external stakeholders, contributing to the efficiency and effectiveness of the executive office.

Job Description

· Coordinate tasks and projects with internal and external stakeholders on the GMDC deals, including management and reporting of KPI's, action plans, presentations, correspondence, and other documents which may require research and gathering of information.

· Meet with suitable parties on behalf of the GMDC and accurately summarize the message for reporting back to the GMDC.

· Attend to internal and external meetings with the GMDC and take confidential notes or minutes, noting matters that require actions and follow up.

· Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the GMDC.

· Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and update GMDC.

· Assuming responsibility, in the GMDC's absence, for ensuring requests for action or information, which would normally receive the GMDC's attention are made known to responsible managers or personnel who can satisfy the request and monitor the progress and update the GMDC accordingly.

· Provide analytical, research and specialised administrative support to the GMDC on complex details and works.

· Assist the GMDC in the company's project planning/business analysis and information/data collection for better decision-making and problem-solving as assigned from time to time.

· Edit various documents including internal/external correspondence. Creates and maintains files, reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature.

Job Requirements

• Minimum 4 years and above relevant experience as a Special Officer 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)

• Proven track record in managing multiple stakeholders (statutory authorities, local government.

• Exceptional organizational and time management skills, with the ability to prioritize tasks, manage competing priorities, and meet deadlines in a fast-paced setting.

• Strong communication and interpersonal skills, with the ability to interact confidently with individuals at all levels of the organization.

• Strategic thinker with the ability to anticipate needs, identify opportunities, and provide proactive support to the executive team.

• Advanced knowledge of Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and PowerPoint is required.

• Possess strong business acumen, influential, operations process driven and focused on driving operations excellence.

• Superior research, analytical, planning, organisational skills, and detail-orientation

• Strong Project Management skills and the ability to manage multiple projects and competing priorities while adhering to deadlines.

• Ability to resolve conflicts, visionary and possess the foresight to plan ahead for the business.

• Excellent interpersonal skills with the ability to communicate effectively with internal and external stakeholder

Welcome to Apply

Your Responsibilities

• Provide support to stakeholders and business units on contract and internal compliance matters
• Provide assistance and support with corporate secretarial matters and administration, including drafting resolutions and managing external corporate secretarial providers
• Support in reviewing and editing various contracts including lease, franchise, non-disclosure, and partnership agreements
• Assist in communication with external legal counsel, where necessary
• Conducting legal research, reviewing, tracking and monitoring legislation that impacts the company
• Provide assistance with drafting and updating internal policies
• Organize and maintain legal files, records, and documents.
• Administrative support for the management team including scheduling board meetings, taking minutes, assisting with claims, filing and general day-to-day support

Requirement

• Bachelor's degree in law or Diploma in law or Bachelor in Business Law.
• Qualified to practice law in either Malaysia and/or Singapore (preferred) with the tenacity to learn new areas of law
• Minimum three to four years of experience, preferably in the space of corporate law, particularly with contract drafting, franchise agreements, lease agreements, and/or mergers and acquisition, or with the necessary corporate experience
• Passion for retail businesses and the latest developments in the space, either from an inhouse or law firm background
• Knowledge and understanding of law and regulations applicable to retails industry space would be a bonus
• Willingness and flexibility to work with all levels of the organization, without any apprehension or self-imposed power distance
• Determination and project-oriented person who is willing to roll up their sleeves and get the job done
• Strong interpersonal skills that promotes teamwork and the management/fostering of relationships across departments

General Responsibilities:

Human Resources

• Update daily attendance and leave application for employees of the whole Group.
• Attend to all incoming calls and walk in guests.
• Ensure the visitor logbook is signed and recorded accordingly.
• Arrange and coordinate the incoming and outgoing documentation via courier.
• Prepare meeting rooms when necessary.
• Monitor office supplies inventory and equipment maintenance schedule.
• Seek a quotation for Administration related items or services.
• Arrange accommodation for outstation employees or as when necessary.
• Prepare monthly timecard record of employees.
• Prepare and calculate part time wages.
• Prepare or draft letters or memo.
• Maintain HR & Admin filling system (except payroll).
• Prepare payroll salary payment for overseas employees.
• Involve in preparing and creating HR Policy & Procedures as and when required.
• To make ready all require document list for the onboarding program of new employees.
• Participate and work closely with the Human Resources Manager in conducting orientation programs, training and other presentations.
• Maintain and update the employee database and information at the HRIS.
• Supervise office cleaner to ensure general cleanliness of the office area.
• Tidy and maintain the reception area – including the office plants and aquarium. Decorate when necessary.
• Handle employee's work pass renewal/application/cancellation.
• Assist in recruitment activities – sort, filter, and call candidates.
• Ensure the company's compliance with local, state and federal employment laws and regulations.
• Carry out necessary administrative duties including but not limited to ensuring office cleanliness, premise maintenance, renewal of office licenses, purchase of office supplies.
• Purchase and renew insurance for all offices and employees. (Mexico, USA, China and Malaysia) – exclude Product liability, credit and marine insurance.
• Work closely with the Human Resources Manager on various implementation of HR initiatives to boost overall employees' morale and improve internal company culture.
• Maintain internal controlled documents and forms for the company.
• In charge of the occupational safety and health of the employees including the compliance of safety and health SOP and workplace safety regulations.
• Maintain and establish good communication with stakeholders and be the bridge to close gaps.
• Constantly updating the Employee handbook to ensure completion and compliance to labor law.
• New Customer/Supplier/BP master data to be created in the designated accounting system (for all dept except for Bus will be handled by their respective Finance personnel.
• Raise payment request for all administration related expenses.
• Handle confidential matters with discretion.
• To carry out any duties assigned by the management from time to time.

Personal Assistant to the CEO

• Administer daily schedules, appointments and travel arrangements of the Chief Executive Officer.
• Answer phone calls, emails, and correspondence on behalf of the Chief Executive Officer.
• Coordinate meetings, conferences, and events, including logistics and minutes taking that involves the Chief Executive Officer.
• Be the primary contact point for the Chief Executive Officer.
• Monitor deadlines, follow up on pending matters, and ensure timely completion of tasks by the Chief Executive Officer.
• Assist with personal tasks, such as errands, reservations, and household arrangements, as and when required.
• To carry out any duties assigned by the management from time to time.

The Executive Administrator plays a key role in supporting the CEO, Board of Directors, and Executive Management by providing high-level administrative, legal, and corporate governance support. This position is responsible for managing board and leadership activities, liaising on legal and contractual matters, assisting in mergers & acquisitions (M&A) and new business ventures, coordinating new company set-ups, and overseeing international business and travel arrangements. The role requires strong organizational skills, attention to detail, and the ability to handle confidential matters with discretion while ensuring smooth operations across executive and corporate functions.

Key Responsibilities

• Board Support : Prepare, review, and compile Board papers, meeting agendas, and minutes. Ensure timely distribution of documents and follow-up on action items. Liaise with internal and external legal counsel on corporate legal matters. Review and vet contracts, agreements, and other legal documentation prior to execution.
• Business Development & Merger & Acquisition (M&A) : Support management in Merger & Acquisition activities, including research, due diligence coordination, and documentation. Assist in planning and execution of new business ventures in line with strategic goals.
• Corporate Set-up & Governance : Coordinate the establishment of new companies, including regulatory filings, licenses, and governance requirements. Maintain corporate records and statutory compliance. Assist in monitoring financial documents, budgets, and reports for accuracy and compliance. Coordinate with finance teams and external parties on funding, banking matters, and due diligence during corporate exercises. Support executives in reviewing financial information for business planning and investment decisions.
• Travel & International Coordination : Manage and coordinate overseas travel arrangements for Executives and Board members. Assist with cross-border business operations and logistics.
• Administrative : Provide comprehensive secretarial support to Directors, including calendar management, agenda preparation, and minutes-taking. Coordinate townhalls, leadership meetings, and special activities, including scheduling, logistical arrangements, preparation of materials, note-taking, and circulation of minutes.

We are an equal opportunities employer and welcome applications from all qualified candidates.

About the Role

This role provides administrative support to other departments as assigned. Responsible to support company day-to-day administration and office support.

• Administrative Support: Manages the reception desk as well as guest services.
• Support office and stationery supplies and purchase for CARSOME Group
• Oversee general office administration including supply management, vendor coordination, and office maintenance.
• Maintain organized filing systems (both physical and digital).
• To assist C-Suites in submitting travel claim reimbursements.

• Diploma/Degree in Business Administration or related field.

About the role

We are seeking a highly organised and proactive Executive Admin to join the team at Propedia Group, a Property Education / Sale / Management Group in Shah Alam, Selangor. In this full-time role, you will provide comprehensive administrative and executive support to the company, playing a pivotal part in ensuring the smooth running of the organisation.

What you'll be doing

• Manage the scheduling, coordinating meetings and travel arrangements
• Prepare and proofread a variety of documents, including reports, presentations, and correspondence
• Provide administrative support, including organising and maintaining filing systems, managing invoices and expenses
• Act as the main point of contact for internal and external stakeholders, handling enquiries and requests promptly and professionally
• Assist with special projects and ad-hoc tasks as required
• Contribute to a positive and collaborative team environment

What we're looking for

• Minimum 2 years' experience as an Executive Admin or in a similar administrative role
• Excellent organisational and time management skills, with the ability to work under pressure and prioritise effectively
• Strong written and verbal communication skills, in English and Mandarin to effectively communicate with Mandarin-speaking clients.
• Proficient in using Microsoft Office suite, including Word, Excel and PowerPoint

A proactive, adaptable and discreet approach, with a keen eye for detail

What we offer

At Propedia Group, we are committed to supporting our employees' personal and professional growth. In addition to a competitive salary, we offer a range of benefits including:

• 5 days work week
• Annual Holiday Trip
• Annual Bonus
• Additional Pool Share + Commission + Allowance

If you are excited about this opportunity and believe you have the skills and experience to excel in this role, we encourage you to apply now.

Overview of the position:

This role is responsible for the end-to-end administrative and logistical support of all events and training programs. This role plays a vital part in ensuring smooth planning, coordination, and execution by liaising with internal departments, managing event materials, handling all necessary requisitions for resources, and maintaining accurate documentation related to event planning and execution. The role also involves coordinating with external parties such as vendors, suppliers, and service providers to ensure timely delivery of goods and services, and to support the overall success of each event.

The role required to execute the below tasks and initiative:

Administrative Support

• Support the planning and execution of all events.
• Coordinate with internal teams to gather requirements and manage event schedules, venue bookings, and attendee lists.
• Assist in preparing event materials such as handouts, presentations, name tags, and signage.
• Raise and manage requisitions to relevant departments for printing of training materials and documents, production of banners and event signage and procurement of event-related items and supplies.
• Track requisition status and ensure timely delivery and quality of requested materials.
• Organize delivery and setup of event materials and equipment before, on-site and after event.
• Act as a liaison between the event team and other internal departments (e.g., Procurement, Marketing, Corporate Communication, Operation, Facilities).
• Maintain an organized archive of event documentation, material inventories, and requisition records.
• Support in event registration processes, including IBO lists management and RSVP tracking.
• Coordinate on-ground activities such as registration, setup, and guest management.

To be successful in this role, we are expecting the below:

• A minimum of a Diploma/Bachelor's degree in Business Administration, Event, or a related field.
• At least 1-2 years of relevant work experience.
• Strong computer skills, with proficiency in Microsoft Excel (VlookUp, Pivot table) preferred.
• Ability to manage complex name lists and report accurately.
• Excellent interpersonal skills, strong organizational abilities, and attention to detail.
• The candidate must be willing to travel.
• Work location: Bukit Jalil (nearby Pavilion Bukit Jalil)

Job Types: Full-time, Permanent

Benefits:

• Health insurance
• Maternity leave
• Opportunities for promotion

Work Location: In person

About the Role

This role is to provides administrative support to other departments as and when assigned. Responsible to support company day-to-day administration and office support.

Your-Day-to-Day

Administrative Support:

• Manages the reception desk as well as guest services.

• Support office and stationery supplies and purchase for CARSOME Group

• Oversee general office administration including supply management, vendor

coordination, and office maintenance.

• Maintain organized filing systems (both physical and digital).

• To assist C-Suites in submitting travel claim reimbursements.

Qualifications:

• Diploma/Degree in Business Administration or related field.