Full Time Executive Assistant to Managing Director Jobs, in Verity Intelligence Selangor - Maukerja

The BIG Picture – We are seeking a highly organised, discreet, and proactive Personal Assistant to provide comprehensive administrative and personal support to the Managing Director. This role requires a high level of professionalism, confidentiality, and attention to detail in managing both business and personal matters.

This position also offers exposure to strategic business initiatives, including partnerships and external stakeholder engagement, providing an opportunity to work closely with the Managing Director on both operational and growth-related priorities.

The ideal candidate is resourceful, trustworthy, and able to multitask effectively in a fast-paced environment while maintaining strict confidentiality. 

Key Responsibilities

1. Executive & Administrative Support

• Manage and coordinate the MD’s calendar, appointments, and meetings

• Prepare reminders, meeting minutes, meeting materials, presentations, and reports as required

• Prepare memos, letters, and any other administrative support when required

• Coordinate inter-Departmental communication to ensure timely submission of reports and updates

• Track deadlines and follow up with relevant Departments

• Handle correspondence, emails, and document management

• Maintain organised filing systems (digital and physical)

• Manage and liaise with external vendors and service providers when necessary

• Support the Managing Director in coordinating and following up on business development, partnership, and commercial initiatives, including liaising with potential partners, collaborators, and external stakeholders

2. Financial & Compliance Administration

• Apply, renew, and maintain corporate and/or personal insurance policies

• Monitor policy expiry dates and ensure timely renewals

• Liaise with insurance brokers, agents, and relevant parties on policy servicing and claims

• Maintain organized and confidential records of all insurance documentation

• Submit and track expense claims, reimbursements, and documentation

• Liaise with Accountants and Auditors to ensure closure of any queries and fulfilment of any requirements

3. Travel & Meeting Coordination  

• Arrange domestic and international travel (flights, accommodation, transport, visa if required)

• Prepare detailed travel itineraries

• Coordinate business meetings, including venue booking and logistics

• Accompany MD to meetings if required (optional, depending on scope)

4. Personal Assistance

• Manage personal scheduling and appointments

• Coordinate family-related arrangements (travel, bookings, events)

•Handle personal administrative matters professionally and discreetly

5. Business & Partnership Support

• Provide coordination and administrative support for the MD’s business development and commercial initiative

• Assist in liaising with external stakeholders, including potential partners, collaborators, and associations

• Support preparation of materials, follow-ups, and communications related to partnerships, collaborations, and promotional initiatives

• Track progress of ongoing discussions and ensure timely follow-ups where required

• Maintain organized records of partnership engagements and related communications 

6. Confidentiality & Professional Conduct

• Handle sensitive and confidential information with utmost discretion

• Maintain professionalism when interacting with internal and external stakeholders

• Exercise sound judgment in managing information flow

7. Others

• Assist in other Departments where required, as part of a collaborative team environment 

Preferred Attributes

• Experience supporting C-level Executives

• Experience handling both personal and corporate matters

• Strong interpersonal and coordination skills

• Detail-oriented and proactive problem solver

Key Competencies

• Professionalism

• Discretion & Integrity

• Accountability

• Initiative   

•Stakeholder Communication

• Organisational Excellence

• Commercial Awareness 

Requirements

• Bachelor’s Degree in Business Administration, Management, or related field

• Minimum 3–5 years of experience as a Personal Assistant / Executive Assistant supporting senior management

• Strong organisational and time-management skills

• Resourceful, with good problem-solving skills

• Proactive and takes initiative

• High EQ, people-oriented and result-oriented personality

• Excellent written and verbal communication skills (English; Bahasa Malaysia is an advantage)

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and a good knowledge in Strong knowledge in AI tools would be an advantage

• High level of integrity, discretion, and confidentiality

• Excellent organisation skills with the ability to multitask and prioritise effectively

• Flexible and responsive outside normal working hours when required

What you’ll enjoy:

Physical Well-being: Personal Accident & Hospitalization Benefits

Emotional Well-being: Paid time off, Monthly Employee Engagement activities

Financial Well-being: Upskilling and career development opportunities