Full Time Executive Assistant Jobs, in Taylor's Education Group Selangor - Maukerja

Reporting to the Chief Technology Officer (CTO), this role provides high-level executive, administrative, and operational support to ensure the effective functioning of the CTO's office. The Executive Assistant serves as a trusted partner to the CTO, supporting the management of strategic priorities, transformation initiatives, stakeholder engagement, communications, and day-to-day operations.

The ideal candidate is highly organised, proactive, resourceful, and able to operate with discretion in a fast-paced, complex environment.

RESPONSIBILITIES

1. Executive & Administrative Support

• Provide comprehensive executive support to the CTO, including complex calendar management, scheduling, and prioritisation of meetings and commitments.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, travel itineraries, and expense claims.
• Manage correspondence, emails, meeting requests, and communications on behalf of the CTO.
• Prepare high-quality briefing materials, presentations, reports, executive summaries, and correspondence.
• Screen and prioritise incoming requests, ensuring timely responses and appropriate escalation of matters.
• Support the effective management of the CTO's time and competing priorities.
• Ensure the smooth day-to-day operations of the CTO's office.

2. Strategic & Operational Support

• Assist the CTO in tracking strategic objectives, transformation initiatives, and key business priorities.
• Monitor action items, deliverables, and deadlines arising from leadership meetings.
• Develop and maintain dashboards, reports, and status updates for ongoing projects and operational initiatives.
• Coordinate follow-up activities across teams to ensure timely execution of agreed actions.
• Support budget tracking, procurement requests, and administrative processes where required.

3. Project & Initiative Coordination

• Support the planning and coordination of transformation initiatives, digital projects, and strategic programs.
• Maintain project plans, action logs, risk registers, and progress reports.
• Facilitate communication and collaboration across teams and business stakeholders.
• Track progress and provide regular updates to the CTO on key initiatives and milestones.

4. Stakeholder Engagement

• Act as a key liaison between the CTO and internal and external stakeholders.
• Coordinate interactions with senior leadership, business units, vendors, partners, and consultants.
• Organise leadership meetings, workshops, town halls, and forums.
• Prepare meeting agendas, record minutes, and monitor follow-up actions.
• Build and maintain effective working relationships across the organisation.

5. Governance, Reporting & Compliance

• Support governance processes, committee meetings, and leadership forums.
• Prepare and coordinate documentation for executive meetings, management committees, and board presentations.
• Maintain records of key decisions, actions, and approvals.
• Ensure documentation is organised, accurate, and managed in accordance with organisational requirements.
• Support compliance with internal policies and governance standards.

6. Communications & Office Management

• Draft professional communications including announcements, presentations, speeches, executive updates, and briefing notes.
• Assist in preparing communication materials related to strategic initiatives and organisational updates.
• Coordinate visits, events, and meetings hosted by the CTO's office.
• Handle highly confidential and sensitive information with discretion and professionalism.
• Support other administrative and operational duties as required.

MINIMUM ACADEMIC/PROFESSIONAL QUALIFICATION

• Bachelor's Degree in Business Administration, Management, Communications, Information Technology, or a related discipline from a recognised institution.
• Minimum 5–8 years of relevant experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership
• Demonstrated experience supporting senior executives (e.g. C-suite, Provost, Vice-Chancellor, or equivalent)
• Familiarity with professional office tools (e.g. Microsoft Office, Google Workspace)

RELATED EXPERIENCE

• Experience operating in complex, fast-paced organisational environments
• Demonstrated ability to manage multiple priorities, schedules, and stakeholders simultaneously
• Strong track record in preparing executive-level documents, reports, and communications
• Proven ability to handle confidential and sensitive information with discretion
• Experience coordinating high-level meetings, committees, or governance processes
• Strong organisational, time management, and problem-solving capabilities
• Excellent written and verbal communication skills
• Adaptability, responsiveness, and ability to support evolving executive needs

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• Strong organisational and time management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High level of discretion, professionalism, and confidentiality
• Strong stakeholder management and interpersonal skills
• Proficiency in Microsoft Office and/or Google Workspace
• Ability to work independently and proactively in a dynamic environment
• Strong attention to detail and problem-solving mindset
• Adaptability and flexibility to changing priorities