Overview

Executive Assistant Jobs in Subang Jaya, Selangor, Malaysia at Taylor’s Education Group

Title: Executive Assistant

Company: Taylor’s Education Group

Location: Subang Jaya, Selangor, Malaysia

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

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