Executive Secretary

The Executive Secretary provides high-level administrative, scheduling, and coordination support directly to the Group CEO, who oversees multiple entities at various stages of formation and development. This is a demanding, high-trust role requiring absolute discretion, sharp judgment on prioritisation, and the ability to operate seamlessly across corporate, regulatory, and private matters. The successful candidate will be the Group CEO's primary point of coordination — managing a complex calendar, sensitive correspondence, and cross-entity logistics, while exercising sound judgement on what requires the Group CEO's attention and what does not.

KEY RESPONSIBILITIES

Calendar & Time Management

• Manage a complex, fluid calendar across multiple entities, balancing competing priorities and last-minute changes with minimal supervision.
• Anticipate scheduling conflicts and proactively resolve them; block time for strategic priorities and protect focus time.
• Coordinate meetings across boards, subsidiaries, external advisors, investors, and candidates, including time zone coordination for cross-border matters.

Correspondence & Communication

• Draft, proofread, and manage correspondence on behalf of the Group CEO, including emails and WhatsApp communications, matching tone and level of formality to the audience.
• Act as a filter and first point of contact, triaging incoming requests and escalating only what requires direct attention.
• Maintain strict confidentiality on all matters, particularly those relating to active corporate exercises, senior hiring processes, and private financial affairs.

Meeting & Travel Coordination

• Prepare agendas, briefing materials, and follow-up action lists for internal and external meetings.
• Arrange domestic and international travel itineraries, accommodation, and logistics, including contingency planning for changes.
• Coordinate with drivers, security, and venues as required for the Group CEO's schedule.

Document & Records Management

• Organise and maintain confidential files, contracts, and records across corporate and private matters, ensuring version control and secure storage.
• Prepare, format, and proofread documents, presentations, and reports as directed.
• Track and follow up on outstanding action items, approvals, and signatures on behalf of the Group CEO.

Cross-Entity & Stakeholder Coordination

• Liaise with leadership teams, company secretaries, and external parties (legal, financial, search firms) across the group's various entities without disclosing sensitive information beyond what is authorised.
• Support the coordination of board and management meetings, including logistics, materials distribution, and minute-taking where required.
• Assist with ad hoc projects and initiatives at the Group CEO's direction.

REQUIREMENTS

• Minimum 5–8 years of experience as an Executive Secretary, Personal Assistant, or Chief of Staff supporting C-suite or senior leadership, ideally in a listed company, financial services, or multi-entity group environment.
• Demonstrated ability to handle highly confidential and sensitive information with absolute discretion.
• Excellent written and verbal communication skills in English (Bahasa Malaysia and/or Mandarin an advantage given regional stakeholder base).
• Strong organisational skills with the ability to manage multiple, shifting priorities under time pressure.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable adopting digital tools for scheduling and document management.
• Professional composure and sound judgement when interacting with board members, investors, regulators, and senior candidates.
• Prior exposure to listed company environments, corporate exercises (e.g. general offers, fundraising), or regulated financial services is an advantage but not essential.
• Diploma or degree holder; formal secretarial or business administration qualification is a plus but not required if experience is strong.

KEY ATTRIBUTES

1. Trustworthy and unflappable — comfortable operating with a high degree of autonomy and confidentiality.
2. Proactive rather than reactive; anticipates needs before being asked.
3. Resilient under a fast-moving, sometimes ambiguous working environment spanning multiple entities at different stages of formation.
4. High attention to detail without losing sight of overall priorities.