Project Secretary

1 week ago

Kuala Lumpur, Kuala Lumpur, Malaysia Denniston Sdn Bhd (180195-X) Full time

We are seeking a highly organized and proactive Project Secretary to provide comprehensive administrative support to our Senior Management and Project/Design teams. This role is crucial in ensuring smooth day-to-day operations, enabling our leadership and project teams to focus on delivering high-quality results.

The ideal candidate is detail-oriented, able to handle confidential information with discretion, and thrives in a fast-paced, international environment.

Key Responsibilities:

  • Provide administrative support to Senior Management (Head of Projects, Head of Design, Head of Operations) and project teams.
  • Manage daily communications including emails, phone calls, letters, and meeting coordination.
  • 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 deadlines are met.
  • Provide updates on project progress and address any issues promptly.
  • Maintain organized digital and physical filing systems for easy access to project documents.
  • Arrange travel and logistics for Senior Management and team members, including flights, hotels, transportation, and presentation materials.
  • Coordinate meetings and prepare minutes as required.
  • Handle confidential information with professionalism and discretion.
  • Support research, report writing, and presentation preparation as needed.
  • Manage administrative tasks such as expense claims, stationery supplies, courier services, and other operational needs.
  • Assist team members and undertake ad hoc duties or additional administrative tasks as requested by supervisors.

Requirements:

  • Diploma or Degree in Business Administration or a related field.
  • Minimum of 7 years' experience in a similar administrative or secretarial role; experience in international or design-focused companies is an advantage.
  • Excellent organizational and time management skills with high attention to detail.
  • Fluent in spoken and written English.
  • Strong interpersonal skills with the ability to collaborate across all levels of the organization.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Gmail; willingness to learn additional tools as needed.
  • Familiarity with the Aconex platform is an added advantage, though not required.
  • Ability to multitask and perform effectively under pressure.
  • High level of discretion and integrity when handling confidential information.
  • Professional, pleasant demeanor with a team-oriented mindset.
  • Flexibility to work beyond regular hours when required.

  • Executive Secretary

    7 days ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Pestec International Berhad Full time

    Key ResponsibilitiesManage and coordinate executive schedules, meetings, and travel arrangements.Prepare correspondence, reports, meeting minutes, and presentations.Handle confidential documents and information with a high degree of professionalism.Liaise with internal departments, project teams, and external stakeholders to ensure smooth communication and...

  • Executive Secretary

    7 days ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Mercure Full time

    Company DescriptionAt Accor, we believe that hospitality is a work of heart. We understand the ways in which individual passion for our work and a shared sense of accomplishment create a more rewarding experience for our guests. We foster this culture through a diverse and inclusive workplace that values the contribution of each and every member of our team....

  • HR & Office Administrative Coordinator

    1 week ago

    Kuala Lumpur, Kuala Lumpur, Malaysia FIT PIONEER RESOURCES SDN BHD Full time

    Job SummaryThe Administrative & Office Coordinator is responsible for supporting overall office administration, HR recruitment coordination, liaison with the company's appointed corporate secretarial firm ("秘书楼"), and general office communication and coordination. This role ensures the smooth day-to-day functioning of the office and supports compliance...

  • Administrative & HR Coordinator

    1 week ago

    Kuala Lumpur, Kuala Lumpur, Malaysia FIT PIONEER RESOURCES SDN. BHD. Full time

    Job SummaryThe Administrative & Office Coordinator is responsible for supporting overall office administration, HR recruitment coordination, liaison with the company's appointed corporate secretarial firm ("秘书楼"), and general office communication and coordination. This role ensures the smooth day-to-day functioning of the office and supports compliance...

  • personal assistant

    1 week ago

    Kuala Lumpur, Kuala Lumpur, Malaysia RCE Capital Berhad Full time

    Reporting to CEO/DCEO.Perform secretarial duties and administrative support to ensure efficient operation.Answer and screen phone calls, and redirect to relevant team member.Manage the daily/weekly/monthly agenda and arrange meetings and/or appointments.Liaise with internal and external parties & coordinate the flows of information on relevant matters...

  • Government Liaison

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia JAC Recruitment Full time

    Company OverviewAn established semiconductor company in Petaling Jaya is seeking a dynamic Government Liaison & Administrative Executive with experience in managing regulatory compliance, liaising with government agencies (Immigration, SOCSO, EPF), supporting company secretarial functions, and coordinating corporate initiatives. The ideal candidate will...

  • Graduate Trainee

    1 day ago

    Kuala Lumpur, Kuala Lumpur, Malaysia UEM Group Berhad Full time

    About UsOur journey began in from a construction company, we have emerged to become one of Malaysia's leading engineering-based infrastructure and services group and today, we have expanded our presence into green industries.Our presence today transcends the borders of Malaysia into emerging and developed countries, focusing on five key businesses namely...

  • Personal Assistant

    2 weeks ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Bonia Corporation Berhad Full time

    Manage top executive's personal related matters and performing secretarial and administrative duties.Schedule business and personal meetings and travel arrangements.Attend to administrative and confidential matters assigned by the top executive.Organise and coordinate meetings, arranging appointments and writing minutes.Coordinate with respective...

  • Personal Assistant to Director

    1 week ago

    Kuala Lumpur, Kuala Lumpur, Malaysia Intelligence Traceability Sdn. Full time

    Job ScopePreparing communications on behalf of DirectorPreparing document, letter, or relevant of project.Manage travel arrangements and itinerariesProvide administration support and general secretarial assistanceVarious ad hoc requests by DirectorFluent and literate in English and Chinese. Knowledge in secretarial works and companies act will be a added...

  • PA cum Secretary

    1 week ago

    Kuala Lumpur, Kuala Lumpur, Malaysia One East Development Sdn Bhd Full time

    JOB RESPONSILITIESParticipate in highly confidential meetings, by organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.Maintain and organize data, reports, presentations to facilitate decision-making process.Draft and edit correspondence, communications, presentations, and other documents on behalf...