Personal Assistant to CEO

Help our CEO stay focused—and turn busy conversations into organized action.

At Atomic Group, we’re looking for a proactive, meticulous Personal Assistant to support our CEO, Jon Lai. You’ll manage schedules, coordinate business and personal matters, and make sure requests, decisions, and commitments are followed through.

This role suits someone who enjoys creating structure, learns quickly from feedback, and actively uses AI to work more efficiently. You take pride in the quality of the outcome: accurate details, clear priorities, well-prepared meetings, and tasks that reach completion.

Working directly with the CEO of a Malaysian multi-brand consumer health and wellness group, you’ll gain firsthand exposure to how decisions and priorities move across teams and brands.

What you’ll do

• Manage the CEO’s calendar and priorities. Coordinate appointments, resolve clashes, protect focus time, and ensure each meeting has a clear purpose and the right preparation.
• Keep meetings prepared and actions moving. Organise agendas and supporting materials, capture key decisions, and track action items, owners, and deadlines.
• Follow through across teams. Coordinate with colleagues across the group, check progress, and flag delays early with concise updates.
• Handle communication with good judgment. Screen requests, organise correspondence, direct routine matters to the right person, and recognise when the CEO’s attention or approval is needed.
• Coordinate travel and logistics. Arrange transport, accommodation, and itineraries; check the details; and manage changes and expense records within agreed budgets.
• Provide practical personal support. Coordinate personal appointments, reservations, and agreed errands, keeping personal and company expenses clearly separate.
• Keep information organised and confidential. Maintain reliable records and handle business information, private conversations, and personal details with discretion.
• Use AI to improve everyday workflows. Apply AI tools to meeting preparation, document drafting, research, and follow-up tracking, while maintaining accuracy and discretion.

How you’ll work with the CEO

• Bring clarity to a fast-moving day. Requests may arrive across several short messages, and priorities can change. Ask focused questions, clarify what matters most, and keep track of the latest agreed decision.
• Work effectively with an AI assistant. Use AI to capture requests, organise information, prepare summaries, and keep tasks current wherever it improves the result. Avoid unnecessary manual work when AI can handle it well, and verify its output before relying on it.
• Keep one clear, current record. Make sure nothing gets lost between conversations, notes, tasks, people, and tools. Accurately record each commitment, owner, deadline, and change, and follow through until it is completed or has an agreed next step.
• Communicate directly and early. Give concise updates on what is done, what is progressing, what is blocked, what you recommend, and what you need from the CEO. Flag potential delays while there is still time to act.
• Make competing priorities visible. Be comfortable saying, “I need your answer by 3pm to keep this moving,” or “These two requests clash; this is the one I recommend doing first.” Follow agreed priorities and clarify decisions that require the CEO’s input.
• Improve how you work together. Take feedback openly, apply it, and document what you learn so mistakes are not repeated. Help build useful routines and remain willing to change your approach as tools improve.

What good work looks like

• Before a trip: The CEO has one checked brief containing the itinerary, documents, transport arrangements, key contacts, and outstanding decisions.
• After a meeting: Decisions have clear owners and next steps. Everyone knows their responsibilities, and progress is followed up.
• At the end of the day: The CEO can quickly see what is completed, what is moving, and what needs attention without reconstructing the day from multiple conversations.

Why join Atomic Group?

• Work directly with the CEO. See how business priorities are set and decisions are made.
• Gain exposure across teams and brands. Build a broader understanding of a consumer health and wellness business.
• Take ownership of work that matters. Your preparation and follow-through will help the CEO and wider team work more effectively.
• Put your strengths into practice. This role gives organisation, judgment, and communication a clear, visible impact.

Requirements

• Highly coachable. You listen carefully, take feedback well, put it into practice, and ask for direction when needed.
• Responsible and consistent. You take ownership of agreed tasks and follow through on the small things as well as the major ones. You raise unclear or blocked items promptly.
• Meticulous about details. You check names, dates, timing, costs, and whether something has been requested or confirmed.
• Confident using AI in everyday work. You actively use tools such as ChatGPT, Claude, or similar assistants to improve efficiency and quality. You understand their capabilities and limitations, check their output, and protect confidential information.
• Enthusiastic about learning and improving. You learn tools quickly, document useful lessons, and adapt your methods as better ways of working become available.
• Warm, clear, and appropriately firm. You build good relationships while being direct about deadlines, missing information, and decisions needed.
• Discreet and trustworthy. You handle private business and personal information with care and respect professional boundaries.
• Organised with digital tools. You can confidently manage calendars, email, documents, spreadsheets, and task-tracking systems.
• Clear written and spoken English. Mandarin is an advantage for relevant business communication.
• Able to demonstrate your work. Experience supporting a founder or senior leader, coordinating operations, or managing several moving parts is helpful. Examples of work you have organised and completed matter more than a particular degree.

Skills

Administrative Support, Time Management, Communication, Generative Artificial Intelligence