Job Summary

To provide high-level secretarial, administrative and coordination support to the Managing Director, ensuring smooth management of daily activities, meetings, correspondence, documentation and follow-up matters. The role requires a high level of confidentiality, professionalism, organisation and the ability to coordinate with internal departments, clients, suppliers and external parties on behalf of the MD.

Key Responsibilities

1. Executive & Secretarial Support

Manage and maintain the MD’s calendar, appointments, meetings and daily schedule.
Arrange meetings, appointments, business discussions and official engagements.
Prepare meeting agendas, minutes, presentation materials and relevant documents.
Manage incoming and outgoing correspondence, emails, letters and official communications.
Screen and prioritise calls, messages and requests requiring the MD’s attention.
Prepare reminders and follow up on pending matters, deadlines and commitments.

2. Meeting & Coordination

Coordinate internal and external meetings on behalf of the MD.
Prepare meeting rooms, documents and presentation materials.
Record meeting minutes and action items where required.
Follow up with relevant departments on decisions and instructions given by the MD.
Monitor the progress of assigned action items and provide status updates to the MD.

3. Documentation & Confidentiality

Prepare, review and maintain confidential documents, reports, letters and management correspondence.
Maintain proper filing and record-keeping of the MD’s documents.
Handle sensitive company, financial, employee and management information with strict confidentiality.
Ensure important documents are properly organised and readily accessible when required.

4. Communication & Liaison

Act as a communication point between the MD and internal departments.
Liaise with clients, suppliers, government agencies, business partners and other external parties when required.
Draft professional emails, letters, memorandums and other correspondence on behalf of the MD.
Coordinate responses and information requested by the MD.

5. Business & Management Support

Assist the MD in preparing reports, presentations and management updates.
Conduct basic research and gather information required for meetings or decision-making.
Assist in coordinating company events, business visits and official functions.
Arrange travel itineraries, accommodation, transportation and other logistics for the MD when required.
Assist with special assignments, projects and ad-hoc matters entrusted by the MD.

6. Follow-Up & Task Monitoring

Maintain a tracking list of matters assigned by the MD.
Follow up with relevant personnel to ensure tasks are completed within the required timeline.
Highlight urgent, outstanding or critical matters to the MD.
Ensure instructions from the MD are properly communicated and followed up.

Job Requirements

Diploma/Degree in Business Administration, Management, Secretarial Studies or related field.
Minimum 3–5 years of relevant experience in executive secretarial, personal assistant or administrative support roles.
Excellent written and verbal communication skills in English and Bahasa Malaysia.
Strong organisational and time-management skills.
Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
Able to handle confidential and sensitive information professionally.
Mature, responsible, proactive and able to work independently.
Strong follow-up and coordination skills.
Able to work under pressure and manage multiple priorities.
Willing to work beyond normal working hours when required by business needs.

Pay: RM3,000.00 - RM3,500.00 per month

Benefits:

Maternity leave

Work Location: In person

Jawatan Kosong Executive Personal Assistant di Shah Alam - October 2026

Urus Pemberitahuan

SECRETARY TO MD