Executive Secretary

17 hours ago

Shah Alam, Selangor, Malaysia Melewar Steel Tube Sdn Bhd Full time

POSITION SUMMARY:

To provide high-level executive, administrative, and secretarial support to the Group Chief Executive Officer (GCEO) in ensuring the efficient coordination of corporate and operational matters across all subsidiaries under the Mycron Group.

ESSENTIAL FUNCTIONS:

A. Executive Support

  • Manage the GCEO's calendar, appointments, and travel arrangements efficiently.
  • Organise, prepare, and follow up on meetings, including preparing agendas, minutes, reports, and presentation materials.
  • Ensure the GCEO is well-briefed and equipped with all necessary documents prior to meetings or external engagements.
  • Handle correspondence, emails, and confidential documents with discretion and accuracy. Follow up on responses to requests and emails to/from the GCEO.
  • Coordinate travel arrangements, including scheduling and purchasing tickets for the GCEO, executive staff, board members, and key guests as directed by the GCEO.
  • Ensures that key dates and events are highlighted to the GCEO ahead of time.
  • Act as the primary point of contact between the GCEO and internal/external stakeholders, including subsidiaries, Board members, government bodies, clients, and partners.
  • Coordinate communication between departments to ensure timely submission of reports and updates required by the GCEO.
  • Maintain good rapport and working relationship with other Personal Assistants/Secretaries.
  • Maintain a good personal image through a neat, clean, business-like professional appearance and a positive, cheerful attitude.

B. Coordination & Administration

  • Assist in preparing Board and Management Committee (MANCO/EXCO) documents and follow up on action items.
  • Organise the logistics for board meetings and other key internal meetings.
  • Record minutes of meetings and coordinate/distribute notes at management meetings as requested. Maintain records of decisions and ensure action items are clearly recorded for the GCEO.
  • Maintain proper filing systems for confidential and corporate documents in line with governance requirements.
  • Support the preparation of reports, proposals, and presentations for corporate planning, sustainability, or compliance matters.
  • Coordinate documents for the GCEO's signature and approval.
  • Manage expense claims, travel logistics, and reimbursements related to the GCEO's office.
  • Coordinate special projects, events, and high-level meetings involving internal and external stakeholders.
  • Monitor progress of assignments delegated by the GCEO to ensure completion within deadlines.
  • Maintain effective office management of the GCEO's Office, ensuring efficiency and professionalism in all administrative processes.
  • Update and maintain database of executive key contacts.

C. Others

  • Provide oral and written translation of Bahasa Malaysia to English, and English to Bahasa Malaysia as needed.
  • Purchase and coordinate delivery of gifts for key relationships.
  • Build rapport with stakeholders as instructed by the GCEO.
  • Any other task or duties assigned by the GCEO.
  • Assist other personnel as and when directed by the GCEO.

PERSON SPECIFICATION:

  • Education: Minimum a Diploma or Bachelor's Degree Holder.
  • Experience: Minimum 5 years of experience in the related field.
  • Knowledge, Skills & Ability: 1) Microsoft Word, Excel and PowerPoint (Intermediate level and above); 2) Excellent attention to detail, accuracy and quality; 3) Excellent verbal and written communication in English and Bahasa Malaysia; 4) Resourceful with good interpersonal skills.

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