Executive, Administration and Corporate Secretarial

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 30,000 - 50,000; Full time

Job summary

A leading company is seeking an Executive for Administration and Corporate Secretarial duties in Kuala Lumpur. This role involves organizing meetings, preparing documentation, and liaising with management and auditors. Ideal candidates will have a degree in a relevant field, at least 2 years of experience, and excellent organizational skills.

Qualifications

• Minimum 2 years of relevant work experience.
• Ability to work with high-level management and meet tight deadlines.
• Maintain confidentiality with integrity.

Responsibilities

• Assist in organizing meetings for Board and Management Committees.
• Handle logistics including preparing board papers and secretarial documents.
• Manage annual returns and ensure accuracy of information.

Skills

Confidentiality

Organizational Skills

Communication

Attention to Detail

Education

Degree in Corporate Administration or Business Administration

Pursuing ICSA or similar courses

Job description

Executive, Administration and Corporate Secretarial

Assist in organising meetings of Board, Board Committees, Management Committees and Shareholders.

Call attendees on confirmation of meeting dates and follow-up on their attendance.

Assist in drafting notices and covering memos.

Compile documentation for meetings and follow up on coordination work.

Prepare hard copies of board papers.

Handle meeting logistics, including arranging refreshments.

Prepare simple resolutions.

Circulate secretarial documents for signature, keep track, and file duly signed documents in minutes books, SSM files, etc.

Manage annual returns of designated companies timely and verify information accuracy with custodians.

Ensure directors' fees are paid according to the matrix by liaising with relevant personnel.

Liaise with external auditors and internal teams for audit requests.

Handle ad-hoc tasks as assigned.

Assist as custodian of title deeds by maintaining an up-to-date master list, filing title requests and deeds.

Manage incoming calls, mails, dispatch of documents, and escalate urgent matters.

Assist in drafting and typing correspondence.

Prepare summary payments for requisitions and submit to accounts.

Provide staff monthly attendance reports.

Organise, record, update, and manage documents and files for safe retention and easy retrieval.

Monitor and reorder office supplies as needed.

Update requisitions regularly to ensure completeness.

Assist the Head of Division with claims and training.

Job Requirements

Degree in Corporate Administration, Business Administration, or related fields.

Pursuing ICSA or similar company secretarial courses.

At least 2 years of relevant work experience.

Maintain confidentiality with integrity.

Ability to work with high-level management, organise meetings efficiently, and meet tight deadlines.