Personal Assistant to CEO - Business & Asset
Solarvest · Petaling Jaya
The Personal Assistant provides dedicated day-to-day support to the CEO of the Business & Asset pillar, with primary ownership of his calendar, schedule, travel, and administrative matters. This is a hands-on, proactive role: the successful candidate is expected to anticipate the CEO's needs, plan ahead independently, and take initiative in organising recurring commitments rather than waiting to be instructed.
- Take full ownership of the CEO's calendar, proactively planning and scheduling meetings, including recurring commitments well ahead of time, without needing to be reminded or instructed.
- Directly approach the CEO to confirm availability and preferred date/time for upcoming commitments, and follow up firmly.
- Identify and resolve scheduling conflicts, prioritising competing demands on the CEO's time and flagging clashes early.
- Handle travel arrangements such as flights, accommodation and ground transportation.
- Manage travel and expense reimbursements.
- Manage and prioritise emails, and requests directed to the CEO, filtering and flagging urgent matters.
- Prepare, organise, and maintain documents, reports, and meeting materials for the CEO's engagements.
- Attend meetings where required to take notes and track action items, following up to ensure timely closure.
- Maintain filing systems and records for the Office of the CEO in an organised and easily retrievable manner.
- Act as a point of contact between the CEO and internal/external stakeholders on scheduling and administrative matters.
- Involving and assisting in the day-to-day operations by supporting the administrative work.
- Handle sensitive and confidential information with the highest level of discretion
- Exercise sound judgement on what requires the CEO's immediate attention versus what can be managed independently.
- Any other tasks as may be required.
Requirements
- Diploma or Bachelor's degree in Business Administration, Communications, or a related field.
- At least 2–4 years of relevant experience as a Personal Assistant, Executive Assistant, or Secretary to senior management, ideally C-suite or business-owner level.
- Experience working in a fast-paced environment with shifting priorities is highly desirable.
- Highly proactive, organised, and forward-planning — able to anticipate the CEO's needs and schedule ahead independently, rather than waiting for instructions.
- Confident and assertive personality.
- High degree of professionalism, integrity, and discretion in handling confidential matters.
- Strong multitasking and time-management skills, with the ability to remain composed under pressure.
- Good interpersonal skills and the ability to work effectively with senior stakeholders across the organisation.