Total 330 Senior Executive secretary job vacancies in Malaysia

Responsibilities 

- Multitask secretarial tasks and 

- with human resources duties is an added advantage

- Secretarial  tasks include: 

-- Organise and assist in planning appointments, board meetings,  

-- Attend to and screen phone calls received  

-- Handle confidential documents ensuring they remain secure 

-- deal with sensitive and confidential information with discretion 

-- Excellent time management and organization skills, especially the ability to prioritize and multitask 

--organise and monitoring business proposals /profiles in orderly manner for chairman before attending meeting 

-- Effective communication abilities, able to communicate with all levels of guests 

-- Managing correspondence in Bahasa Malaysia by explaining to the chairman and respond to official emails and letters 

-- Arrange travels for both corporate and personal matters (booking of tickets/accomodation /transport/visa/foreign currencies arrangement)

-- Manage personal driver promptly according to tight schedules 

-- Sort ad hoc and urgent travels matters on time 

-- perform personal errands as and when requested 

Perks & Benefits

• Nearby public transport
• Medical insurance

What you'll be doing

• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Conduct research and prepare presentations or reports as assigned
• Ensure that all licenses pertinent to the organization remain current and compliant
• Assume and carry out ad-hoc projects or assignments

What you'll need

• Proven experience as executive secretary or similar administrative role
• Fresh graduates are encouraged to apply
• Proficient in MS Office
• In depth knowledge of office management as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality
• Degree in business administration or relative field

Perks & Benefits

• Nearby public transport
• Casual dress code
• Regular team activities
• Personal development opportunities

職責

- 多工秘書任務和

- 具有人力資源職責是一個額外的優勢

- 秘書的任務包括：

-- 組織並協助規劃任命、董事會會議、

-- 接聽並篩選收到的電話

-- 處理機密文件，確保其安全

-- 謹慎處理敏感和機密信息

-- 優秀的時間管理和組織能力，尤其是優先處理和多任務處理的能力

--在出席會議之前為主席有序地整理和監控業務提案/簡介

-- 有效的溝通能力，能與各層次的客人溝通

-- 透過向主席解釋並回覆官方電子郵件和信件來管理馬來語信件

-- 安排公司和個人的旅行（預訂機票/住宿/交通/簽證/外幣安排）

-- 根據緊張的日程及時管理私人司機

-- 按時整理臨時和緊急的出差事宜

-- 依需求執行個人事務

津貼和福利

• 附近的公共交通
• 醫療保險

你將要做什麼

• 維護高階主管議程並協助規劃任命、董事會會議、會議等。
• 參加會議並做好會議記錄
• 接聽和篩選電話並在適當時重定向它們
• 處理所有發出或收到的信件（電子郵件、信件、包裹等）並確定其優先順序
• 為高階主管安排差旅
• 處理機密文件，確保其安全
• 根據指定進行研究並準備簡報或報告
• 確保與組織相關的所有許可證保持最新且合規
• 承擔並執行臨時項目或任務

你需要什麼

• 擁有豐富擔任執行秘書或類似行政職務的經驗
• 鼓勵應屆畢業生申請
• 精通MS Office
• 深入了解辦公室管理以及相關行業的技術詞彙
• 熟悉基本研究方法與報告技術
• 優秀的組織和時間管理能力
• 優秀的溝通和談判能力
• 誠信和保密
• 工商管理或相關領域學位

津貼和福利

• 附近的公共交通
• 休閒著裝要求
• 定期團隊活動
• 個人發展機會

o Position title: Corporate Company Secretary (ICSA).
o Position level: Senior Executive or Assistant Manager.
o Remuneration: RM 6000-9000.
o Location: Mid Valley City, Lingaran Syed Putra,Kuala Lumpur.

About the hiring company
Our client is a professional corporate secretarial consulting entity providing full spectrum of secretarial services to several listed companies and group of highly successful businesses in Malaysia. Due to expansion and restructuring in recent time, they need to build a strong company secretarial team to ensure company compliance and champion corporate governance matters.  With the business undergoing rapid expansion, they are currently seeking professional ICSA graduate to assume the role of Corporate Secretary,Senior Executive/Assistant Manager based at their corporate head office at Mid Valley City, KL.

The job
The successful candidate for this role will be working in a small growing team and the position will assist the Company Secretary with the entire company secretarial functions across various subsidiaries and jurisdictions. The role will involve close contact with Directors, senior management, in particular Tax, Legal, Group financial Reporting within the organization.
This is a broad ranging and hands-on role which involves working in a busy team environment.
The responsibilities will involve:
o Delivery of company secretarial duties for the company's various subsidiaries.
o Preparation of broad and committee packs.
o Producing clear and concise minutes of meetings.
o Assist to ensure that the Companies Act and relevant regulatory requirements are adhered to and complied.
o Assisting in keeping statutory records of the Company's subsidiaries up-to-date.

The candidate
Aspiring candidates who are interested in this Senior Executive (Assistant Manager)level role should have a considerable PLC experience with recent experience of managing large share schemes, reports and accounts in a PLC environment listing and organising large scale AGMs.
Candidate must be a qualified Chartered Secretary/ICSA associate level with minimum 3 years of post qualified experience in handling corporate secretarial duties.
Possess strong knowledge of basic company secretarial compliance matters, maintenance of company registers and share certificates,issuing and transfer of shares and listing requirements.
Experience of convening and attending Board meetings plus preparation of minutes.
Experience of drafting board and shareholder resolutions.
Excellent written and spoken English is necessary and essential.

APPLICATION
Interested candidates are hereby invited to apply by forwarding a copy of your resume for our review. You may choose to apply online through JOBSTORE by clicking the apply button to submit your application. Alternatively, candidates may forward their resume directly to us at CHRISJAC via our E-mail at jobs@chrisjac.com.my

Perks & Benefits

• Casual dress code
• Personal leave
• Open culture

o 職位名稱：公司秘書 (ICSA)。
o 職位等級：高階主管或助理經理。
o 報酬：RM 6000-9000。
o 地點：吉隆坡，Mid Valley City，Lingaran Syed Putra。

關於招募公司
我們的客戶是一家專業的公司秘書諮詢實體，為馬來西亞的多家上市公司和一群非常成功的企業提供全方位的秘書服務。由於最近的擴張和重組，他們需要建立一支強大的公司秘書團隊，以確保公司合規並支持公司治理事務。隨著業務的快速擴張，他們目前正在尋找專業的 ICSA 畢業生擔任位於吉隆坡谷中城的公司總部的公司秘書、高級行政人員/助理經理。

工作
該職位的成功候選人將在一個不斷壯大的小型團隊中工作，該職位將協助公司秘書履行各個子公司和司法管轄區的整個公司秘書職能。該職位將涉及與董事、高階管理層，特別是組織內的稅務、法律、集團財務報告部門的密切聯繫。
這是一個範圍廣泛且需要實踐的角色，涉及在繁忙的團隊環境中工作。
職責將涉及：
o 履行公司各子公司的公司秘書職責。
o 準備廣泛的和委員會的資料包。
o 製作清晰簡潔的會議記錄。
o 協助確保公司法和相關監管要求得到遵守和遵守。
o 協助維持公司子公司的法定記錄為最新狀態。

候選人
對這一高級管理人員（助理經理）級別職位感興趣的有抱負的候選人應具有豐富的PLC 經驗，最近有在PLC 環境中管理大型股份計劃、報告和帳戶、上市和組織大型年度股東大會的經驗。
候選人必須是合格的特許秘書/ICSA 準會員級別，並具有至少 3 年處理公司秘書職責的合格經驗。
對基本公司秘書合規事宜、公司登記冊和股票的維護、股票發行和轉讓以及上市要求擁有豐富的知識。
具有召集和出席董事會會議以及準備會議記錄的經驗。
起草董事會和股東決議的經驗。
優秀的英語書面和口語是必要且必不可少的。

應用
特此邀請有興趣的候選人透過轉發您的履歷副本進行申請，以供我們審核。您可以選擇透過JOBSTORE線上申請，點擊「申請」按鈕提交您的申請。或者，候選人可以透過我們的電子郵件jobs@chrisjac.com.my將簡歷直接轉發給我們CHRISJAC

津貼和福利

• 休閒著裝要求
• 事假
• 開放文化

Our Client:

Our client is one of the largest Japanese Trading companies, known for various products as well as business investment regionally.

The Responsibilities:

• Provide full secretarial support to the Chief Regional Officer (CRO)/General Manager (GM) in daily duties and affairs, in relation to managing the Branch Offices and subsidiaries in the Asia-Oceania region
• Maintain and update CRO/GM’s calendar to ensure good time management on scheduling of meetings, conferences and any other business/personal appointments
• Manage business travel support such as arrangement of flights and accommodation bookings, airport transfer, visa documentations and planning of travel itinerary in accordance business meetings schedule etc.
• Manage the accounting documentations for the Executive Management but not limited to, handling payment processing, expense calculation, preparing payment disbursements via the accounting system and record keeping of payment/receipt transactions
• Provide administrative and logistics support such as arrangement of transportation, accommodation, restaurant or office meeting room booking etc. for regional internal and external business functions/events
• Support to receive guests and arrange for business lunches/dinners or any other related logistics matters
• Maintain good relationship with internal/external stakeholders at all levels for effective communications; including closely liaise with company drivers to coordinate for Management’s daily transportation matters
• Manage department assets and office miscellaneous items for the Management’s Office
• Maintenance of CRO/GM’s residence, including managing possible faults within the residential premise
• Provide support to maintain the administrative documentations system for the Management such as record keeping of confidential/important documents etc., handle any sensitive and confidential information with utmost professionalism and discretion
• Any other ad-hoc administrative tasks to be assigned

The Requirements:

• Minimum Bachelor’s Degree in Business Administration or equivalent
• Minimum 5 years of working experience in Secretarial/Executive Assistant role
• Proficiency in Japanese language to communicate effectively with the Head Offices in Tokyo, as well as both local and expatriate staff in the branch offices and subsidiary companies
• Proficient in MS Office applications and SAP accounting systems

RGF Privacy Policy – https://www.singapore.rgf-professional.com/privacy-policy

Disclaimer: The Company complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of their age, race, religion, nationality, marital status, or family responsibilities. A more detailed discussion of the TGFEP is available on the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) website at https://www.tal.sg/tafep.

JO Reference: 106170

Responsibilities:

• Maintain executives' calendars, schedule appointments, meetings, and travel arrangements.
• Serve as a primary point of contact for internal and external communication, including screening phone calls, responding to emails, and drafting correspondence.
• Prepare and distribute memos, reports, presentations, and other documents as needed. Ensure accuracy and confidentiality of all documents.
• Coordinate and schedule meetings, conferences, and appointments. Prepare agendas, take minutes, and distribute meeting materials.
• Arrange domestic and international travel, including flights, accommodations, transportation, and visa requirements.
• Maintain office supplies, equipment, and facilities. Assist with office organization and layout as needed.
• Maintain accurate records and files, both electronic and physical. Ensure compliance with record retention policies.
• Handle sensitive and confidential information with discretion and professionalism.
• Address inquiries and resolve issues in a timely and efficient manner. Anticipate needs and proactively identify solutions.
• Provide administrative support to executives as needed, including project coordination, research, and special projects.

Requirements:

• Proven experience as an executive secretary or similar administrative role.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to prioritize tasks and work independently with minimal supervision.
• Discretion and confidentiality in handling sensitive information.
• Attention to detail and accuracy in all work.
• Professional demeanor and interpersonal skills.
• Bachelor's degree or equivalent experience preferred.
• Experience with calendar management software (e.g., Microsoft Outlook, Google Calendar).
• Certification in administrative or secretarial studies.

Job Description

• Maintain and update calendar to ensure good time management on scheduling of meetings, conferences and any other business/personal appointments.
• Manage business travel support such as the arrangement of flights and accommodation bookings, airport transfer, visa documentation, and planning of travel itineraries in accordance with business and meetings schedules etc.
• To take down and transcribe the minutes of meetings

Requirements

• Bachelor’s degree in business administration or equivalent experience.
• Minimum 2 years working experience in the executive office.
• Proficient with Microsoft Office.
• Excellent verbal and written communication skills.
• Bilingual in English and Mandarin in order to communicate with Mandarin speaking associates.

Job Summary
We are seeking a dedicated and highly organized Executive Secretary to the Director / Executive Director to provide comprehensive administrative support.

The ideal candidate will excel in multitasking, possess excellent communication skills, and have a strong attention to detail. This role requires discretion, professionalism, and the ability to handle sensitive information with utmost confidentiality.

Key Responsibilities

• Calendar Management: Proactively manage and prioritize the Executive Directors’ meetings and appointments, ensuring efficient use of their time.
• Written Communication: Draft, proofread, and edit a variety of documents, including correspondence, contracts, meeting minutes, reports, speeches, and presentations. Prepare official information releases for internal and external circulation, maintaining high-quality standards.
• Meeting Coordination: Organize and attend meetings, take detailed minutes (when applicable), and ensure prompt and accurate dissemination of communications from Senior Management to internal and external parties.
• Event Planning: Lead or actively participate in the planning and execution of business conferences, luncheons, and dinners involving internal and external stakeholders.
• Project Management: Manage and maintain Senior Management's special and strategic projects, handling confidential information
• Team Collaboration: Lead and collaborate with cross-divisional teams on special projects, ensuring effective communication and project completion.
• Onboarding Support: Facilitate a smooth onboarding process for top executives and new joiners within the Division, including coordinating logistics and necessary resources.
• Travel Planning: Manage travel arrangements for the Executive Directors, including itinerary planning, accommodation, transportation, and expense reporting.
• Driver Liaison and Vehicle Management: Coordinate with drivers and oversee vehicle maintenance to ensure the Director / Executive Director transportation needs are met efficiently and safely

Requirements

• Bachelor's degree/Diploma in a relevant field preferred.
• Proven experience as an Executive Assistant or Personal Assistant to senior executives.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Strong organizational and time management skills.
• Ability to handle confidential information with discretion.
• Excellent problem-solving and decision-making abilities.
• Flexibility to adapt to changing priorities and work under pressure.

JOB PURPOSE:

This role provides confidential secretarial support to the Chief Executive Officer and also provides administrative support services to the entire department.

JOB CONTENT

Represents CEO while she is out of the office. Keeps the office running smoothly.

Makes good judgment calls and discerns urgent matters from those that can wait while the CEO is away.

Co-ordinates CEO’s schedule including setting appointments, maintaining calendar of activities and events. Organizes and schedules meetings and conference calls.

Preparing meeting agendas and report materials, handles recording, transcribing, and distributing meeting minutes.

Works with highly confidential material.

Makes travel arrangements.

Receives, opens, screens and routes daily mail including responding to routine correspondence and inquiries. Drafts and processes correspondence.

Performs administrative support functions.

Maintains files.

Creates spreadsheets, charts, tables, etc.

Answers and screens telephone calls.

Assists with special projects.

Performs additional duties and responsibilities as assigned.

EXPERIENCE

3 years of secretarial experience.

QUALIFICATIONS

GCE “N”, “O” or “A” level

Secretarial certification.

COMPETENCIES (Knowledge, Skills & Attitudes)

MS Office

Shorthand

Office administration

Business writing

Interpersonal skills

Organization skills

Detail oriented· Customer focus

Initiative

Executive secretary needed in Leicester £12.92ph ref 361703

Full time hours on a temporary basis.

If you are interested in the role, please email your CV to beth@essentialemploy.co.uk quoting the reference number

Essential Employment is acting as an Employment Business in relation to this vacancy. Essential Employment is an Equal Opportunities Employer.

All our roles may be subject to pre-employment checks including references so please be prepared.

Due to high volumes of CVs received we are not able to respond to all unsuccessful applications. You will always however hear from us by phone if we are able to take your CV forward to the next stage.

You can also follow us at Twitter/Facebook/LinkedIn or via our website www.essentialemploy.co.uk.

About the role

We are seeking a highly organized and proactive Executive Secretary to support our C-level Executive in our Asia Pacific Headquarter in Singapore. The successful candidate will provide administrative and organizational support to executives, ensuring the smooth functioning of day-to-day operations.

The Executive Secretary will handle a wide range of tasks, including scheduling meetings, managing correspondence, coordinating travel arrangements. The ideal candidate will have good communication and interpersonal skills, strong attention to detail, and the ability to handle confidential information with discretion.

Key Responsibilities:

As an Executive Secretary, you’ll be responsible for:

• Support company’s C-level Executive in all aspects of daily work routine including calendars, scheduling meetings, appointments, conference calls and speaking engagements.
• Manage global travel arrangements and expenses report.
• Perform role as a focal point for company internal and external events including supporting clients, guests, and visitor’s logistical arrangements as required.
• Prepare team meeting agendas and follow up with key stakeholders on required action items as needed.
• Prepare or coordinate team presentations, townhall meetings, reporting and the consolidation of documents as appropriate.
• Support functional initiatives or assignment as needed.

Requirements

We are looking for people who are proactive and experienced in supporting Senior Executives. If this is you, get in touch.

As a minimum you must have:

• Minimum 8 – 10 years prior Secretarial experience in supporting Senior Executives of multi-national organizations or equivalent, preferably in a fast-paced corporate environment.
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• A meticulous self-starter with excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
• Strong organizational and multitasking abilities, with a keen attention to detail.
• Ability to prioritize tasks and manage time effectively with minimal supervision.
• Discretion and confidentiality in handling sensitive information.