Job Title:  Executive Secretary

Job Summary

• Provides comprehensive executive, administrative, and strategic support to the Executive Director and Chief Operating Officer.
• The Executive Secretary is entrusted with the preparation of high-level documentation, including board papers, confidential reports, executive briefings, and corporate presentations.
• The role demands high discretion, superior organizational ability, sound judgment, and a strategic mindset in anticipating executive needs and managing complex initiatives.
• Exercise highest of confidentiality standards in relation to the preparation, distribution, collection and management of sensitive & confidential documentation, data & other related information to the Management Executives of the Company.

Principle Duties and Responsibilities

• Executive & Strategic Support
  • Draft, proofread, and manage high-level correspondence, reports, board papers, circular resolutions, and presentations suitable for Executive Director, COO and Board review. 
  • Support strategic initiatives by conducting basic research, preparing briefing materials, and tracking follow-up actions.
  • Manage and coordinate key projects, deadlines, and priorities on behalf of the Executive Office.
  • Anticipating the information and communication needs of the Executive Director and COO, providing proactive support in decision-making processes.

• Board & Governance Support
  • Collaborate closely with the Corporate Secretary to ensure timely preparation, review, and dissemination of Board and Committee papers.
  • Coordinate logistics, minutes, and documentation for Board meetings and ensure governance protocols are upheld.
  • Maintain comprehensive databases of Board members, Committee memberships, TORs, and corporate governance documentation.

• Communication & Stakeholder Liaison
  • Serve as a communication hub for the Executive Office, managing interactions with internal departments and external stakeholders including government agencies, regulators, and strategic partners.
  • Prepare speaking points, background briefs, and presentation decks for external engagements and events.

• Office & Schedule Management
  • Manage the Executive Director and COO’s calendars, appointments, and travel logistics with a focus on efficiency and prioritization.
  • Ensure smooth operation of the Executive Office through effective coordination, delegation tracking, and documentation control.
  • Uphold the highest standards of discretion, confidentiality, and professionalism in all dealings.

Educational Requirements

Bachelor Degree in Business Administration, Mass Communications, Law or any related field

Experience Requirements

• Minimum 5–7 years of experience supporting C-Suite executives or Board-level stakeholders.
• Certifications in Governance, Business Writing, or Corporate Secretarial Practice is are and added advantage.
• Strong proficiency in use of computers and office equipment including Microsoft Office programs, Microsoft Teams functions, Virtual Online Services (i.e. Zoom, Skype etc) and other required platforms.
• Strong written and verbal communication skills – customer-centric and service attitude and mindset.
• Adapt at negotiation, interpersonal communication and should be socially and culturally adept.
• Must be fluent in oral and written English. Fluency in oral and written Malay is also desirable.
• Able to handle and prioritise multiple projects. 
• Able to work with minimal supervision and direction.

Closing Date

20th August 2025