Executive Secretary

Responsibilities:

• Support senior leadership in coordinating organizational strategies, plans, and key initiatives

• Act as a central liaison between internal departments, committees, and external stakeholders

• Monitor progress of key projects and follow up on action items to ensure timely execution

• Oversee and ensure proper management of meetings, including Annual General Meetings (AGM), council/committee meetings, and special sessions

• Ensure compliance with organizational constitution, policies, and governance practices

• Provide secretariat support to leadership in policy implementation and decision tracking

• Coordinate meeting schedules, prepare agendas, and ensure readiness of meeting materials

• Oversee preparation and accuracy of minutes, reports, and official documents

• Maintain proper documentation, records, and filing systems

• Provide direct administrative support to senior leadership (e.g., calendar management, travel arrangements, correspondence)

• Ensure smooth day-to-day administrative operations of the secretariat office

• Draft official letters, reports, and announcements in a timely and professional manner

Requirements:

• Bachelor’s Degree in Business Administration, Management, Public Administration, Public Relations, or related field

• Minimum 3–5 years of experience in secretariat, executive support, or administrative roles

• Experience in corporate, non-profit organizations, associations, or governance-related environments is an advantage

• Strong organizational and coordination skills

• Excellent written and verbal communication skills (English; Mandarin is an advantage)

• High level of integrity, discretion, and professionalism

• Ability to manage multiple tasks and work under pressure

• Strong attention to detail and follow-through

• Conversant in Mandarin, English, and Malay