Executive Assistant

Role: Associate Executive Assistant
Location: Remote
Working Hours: Full-Time, aligned with Malaysian Standard Time (MYT / UTC+8)
Type: Full-Time
About the role
As an Executive Assistant, you will serve as an essential operational partner to an executive client operating during Malaysian working hours (MYT). You are the "strategic stabiliser" behind the leader. Managing work-related schedules, communication channels, and core administrative workflows so your executive can focus on high-impact strategic priorities.
This is a T-shaped role:
Vertical Focus: Core administrative mastery, including calendar management, inbox triage, meeting coordination, and travel logistics.
Horizontal Focus: High adaptability, stakeholder management, problem-solving, and cross-functional coordination across region-specific time zones.
You won't just react to requests; you will anticipate needs, prevent operational friction, and keep day-to-day operations running smoothly with poise and discretion during core Malaysian business hours.
Core aspects of the role
Work Calendar & Schedule Ownership
Manage, optimise, and protect your executive’s work calendar according to strategic business priorities in the MYT time zone.
Resolve scheduling clashes proactively across regional and global time zones.
Coordinate internal, client-facing, and external stakeholder meetings, ensuring buffer time and focus blocks are respected.
Communication & Inbox Triage
Serve as the primary administrative point of contact for emails, messages, and incoming inquiries during Malaysian business hours.
Screen and triage inboxes, draft clear, executive-ready responses, and flag urgent action items.
Synthesise incoming updates and compile daily briefings so your client stays informed without getting overwhelmed.
Meeting Preparation & Follow-Through
Prepare agendas, gather briefing materials, and build presentations prior to critical meetings.
Attend key meetings to document action items, track deliverables, and follow up with stakeholders to ensure accountability.
Logistics and Travel
Handle end-to-end travel arrangements (flights, hotels, ground transport, and detailed itineraries) tailored to the client's preferences.
Prepare and submit monthly expense reports and budget tracking promptly.
Task & Operational Support
Coordinate light cross-functional projects, tracking progress to meet milestones.
Leverage modern digital tools (including AI and automation software) to research, summarise data, and streamline workflows.
Core Competencies
Anticipation & Empathy: You read context quickly, sense shifting priorities before being told, and act as a proactive buffer.
Executive Presence & Communication: Superior written and verbal English skills with the ability to adopt the leader's tone.
Extreme Organization: Unshakable attention to detail and time management under pressure.
Discretion: Absolute integrity when handling sensitive, confidential business and personal data.
Adaptability: Comfort with fast-moving priorities and ambiguity in a dynamic work environment.
Qualification and Requirements
Working Hours: Availability to work standard business hours aligned with Malaysian Standard Time (MYT / UTC+8).
Experience: 2–5 years of administrative, operations, or client-facing support experience (prior EA or VA experience supporting leadership preferred).
Education: Bachelor’s degree preferred, or equivalent practical experience.
Language: Professional fluency in English (written and spoken).
Tech Stack Proficiency: High fluency with modern productivity suites (Google Workspace / Microsoft 365, Slack, Notion/Asana, Zoom) and comfort adopting AI tools (e.g., ChatGPT, Claude) to increase output speed.

Work arrangement
No