Project Secretary

At CMGI, we're a leading IT services provider dedicated to enhancing customer experience through continuous innovation. With over 1,000 employees across our Petaling Jaya and Cyberjaya offices, we deliver cutting-edge technology solutions while fostering an inclusive workforce that values flexibility and meaningful work. We're currently hiring a Project Secretary to join our dynamic team and support our mission of delivering exceptional business solutions to our clients.

Initial 2-year contract with the opportunity for renewal or transition to a permanent role, subject to performance

What you'll do:

1. Arrange project meetings, record minutes and circulate agreed action items for review and follow up.
2. Maintain project calendars, meeting schedules, contact lists and trackers; remind task owners of due dates and escalate overdue items to the Project Manager.
3. Prepare, format and maintain correspondence, reports, presentations and other project documents using approved templates.
4. Maintain document registers, version control, filling, distribution and retrieval of project records, including approvals and sign-offs.
5. Coordinate administrative communication with internal teams, customers, vendors and other project stakeholders as directed.
6. Support implementation, training, testing and go live activities by arranging logistics, attendance records, schedules and required documentation.
7. Compile progress updates, timesheets, claims, and supporting documents for review by the authorized personnel.
8. Handle confidential information appropriately and maintain records in accordance with company procedures.
9. Uphold confidentially and professionalism, particularly when handling sensitive information.

Requirements:

1. Diploma/Degree in Secretarial Studies, Business Administration, Office Management or a related field; equivalent relevant experience may be considered.
2. Entry level: No prior work experience required. Fresh graduates and candidates willing to learn are welcome.
3. Able to use Microsoft Office or equivalent tools for documents, spreadsheets, presentation, email and calendars.
4. Added advantage: Exposure to healthcare or IT Projects, project tracking tools, document management system, or ISO/CMMI documentation practices.
5. Willing to travel or attend customer/project sites when required.

Skills & Competencies:

1. Good written and verbal communication skills, with the ability to prepare clear correspondence and accurate meeting minutes.
2. Excellent bilingual communication (BM & English)
3. Proficiency in MS Office suite and online collaboration tools and familiar with online meeting tools, (Zoom, MS Teams).
4. Organized, detail-oriented and able to follow up on deadlines while handling information with discretion.
5. Able to work collaboratively with technical and non-technical teams.

Be the backbone of exciting projects while building your career in a supportive environment!