Project Secretary

3 hours ago

Kuala Lumpur, Malaysia Denniston Sdn. Bhd. Full time

We are seeking a dedicated and highly organized **Secretary** to provide full administrative support to our Senior Management and Design Consultants. This role is key in ensuring the efficiency of day-to-day operations and enabling our leadership team to focus on project execution and strategic priorities.

**Responsibilities**:

- Provide administrative support to Senior Management (Head of Projects, Head of Design, Head of Operations) and project teams.
- Draft, review, and manage correspondence and documentation on behalf of senior staff.
- Assist with scanning, printing, filing, and organizing project-related materials, including drawings, reports, photos, and presentations.
- Monitor and track project timelines and deliverables to ensure that deadlines are met.
- Provide updates on project progress and address any issues or concerns in a timely manner.
- Maintain both digital and physical filing systems for easy access and retrieval of project documents.
- Organize travel arrangements for Senior Management and team members (e.g., flights, hotels, transportation, and presentation materials).
- Coordinate meetings and prepare minutes when required.
- Handle confidential information with professionalism and discretion at all times.
- Support with research, reports, and presentation preparation as needed.
- Manage administrative tasks such as expense claims, stationery supply, courier services, and other operational needs.
- Step in to support other team members and undertake ad hoc duties or other administrative and secretarial as required by immediate supervisor or team members.

**Requirements**:

- Diploma or Degree in Business Administration or equivalent.
- At least 7 years of relevant experience in a similar role; experience in international or design-focused companies is an advantage.
- Excellent organizational skills with attention to detail and time management.
- Fluent in both spoken and written English.
- Strong interpersonal skills and the ability to work well across all levels of the organization.
- Proficient in Microsoft Office (Word, Excel, PowerPoint) and Gmail; willing to learn other software/tools as needed.
- Ability to multitask and work effectively under pressure.
- High level of discretion and integrity when handling confidential matters.
- Professional and pleasant personality with a team-oriented mindset.
- Flexibility to work beyond regular hours when necessary.

**Job Types**: Full-time, Contract
Contract length: 24 months

Pay: RM2,500.00 - RM7,000.00 per month

Work Location: In person

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