Executive Assistant to GM

Carsem; Ipoh; On-site; MYR 36,000 - 60,000; Full time

Job summary

Jora Malaysia is seeking a General Manager Secretary to provide confidential and administrative support to the General Manager and the General Manager's Office. The role ensures smooth day-to-day operations, effective communication, and proper handling of sensitive information.

The incumbent must be highly organized and able to work independently in a fast-paced environment. You will manage hospitality for senior management and visiting customers, coordinate meetings and travel, handle

Qualifications

• Diploma or Degree in Secretarial Studies, Public Relations, Business Administration, or a related field.
• Proficient in Microsoft Office (Excel, PowerPoint, Word, and Outlook).
• Strong organizational and time management skills.
• High level of discretion and professionalism.
• Excellent written and verbal communication skills.
• Ability to work independently and manage multiple priorities.

Responsibilities

• Handle, order, and coordinate hospitality and meal arrangements for senior management and visiting customers (including US and EU stakeholders).
• Manage non-halal meal arrangements as required, ensuring sensitivity and professionalism in handling diverse needs.
• Ability to manage banking transactions, payment processing, and financial documentation independently while ensuring compliance with company procedures.
• Manage and schedule daily appointments, meetings, and calendar activities for the General Manager.
• Screen, handle, and prioritize all incoming calls and correspondence.
• Manage confidential information and documentation with utmost discretion.
• Receive, verify, and submit internal and external documents for the General Manager's review and approval.
• Ensure all approved documents are distributed to relevant personnel promptly.
• Draft official correspondence, emails, and reports as required.
• Organize and coordinate various departmental meetings such as staff meetings, operations reviews, ad hoc meetings, assembly & test meetings, and support group meetings.
• Record and prepare minutes of meetings, ensuring proper documentation and filing for future reference and audit purposes.
• Compile reports and gather information from department heads in preparation for management meetings.
• Maintain a well-organized and systematic filing system for both internal and external documents.
• Manage meeting room bookings and logistics.
• Coordinate travel and accommodation arrangements for the General Manager and other employees, including obtaining travel quotations.
• Organize company functions and events.
• Assist in special assignments and other ad hoc tasks as delegated by the General Manager.

Skills

Organizational skills

Time management

Discretion

Communication skills

Education

Diploma or Degree in Secretarial Studies, Public Relations, Business Administration

Tools

Microsoft Office

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

The General Manager Secretary provides confidential and administrative support to the General Manager and the General Manager's Office. The role ensures smooth day-to-day operations, effective communication, and the proper handling of sensitive or proprietary information. The incumbent must be highly organized, able to work independently in a fast-paced environment, and exercise a high level of discretion when dealing with confidential matters.

Key Responsibilities

Handle, order, and coordinate hospitality and meal arrangements for senior management and visiting customers (including US and EU stakeholders).

Manage non-halal meal arrangements as required, ensuring sensitivity and professionalism in handling diverse needs.

Ability to manage banking transactions, payment processing, and financial documentation independently while ensuring compliance with company procedures.

Manage and schedule daily appointments, meetings, and calendar activities for the General Manager.

Screen, handle, and prioritize all incoming calls and correspondence.

Manage confidential information and documentation with utmost discretion.

Receive, verify, and submit internal and external documents for the General Manager's review and approval.

Ensure all approved documents are distributed to relevant personnel promptly.

Draft official correspondence, emails, and reports as required.

Organize and coordinate various departmental meetings such as staff meetings, operations reviews, ad hoc meetings, assembly & test meetings, and support group meetings.

Record and prepare minutes of meetings, ensuring proper documentation and filing for future reference and audit purposes.

Compile reports and gather information from department heads in preparation for management meetings.

Maintain a well-organized and systematic filing system for both internal and external documents.

Manage meeting room bookings and logistics.

Coordinate travel and accommodation arrangements for the General Manager and other employees, including obtaining travel quotations.

Organize company functions and events.

Assist in special assignments and other ad hoc tasks as delegated by the General Manager.

Job Requirements

Diploma or Degree in Secretarial Studies, Public Relations, Business Administration, or a related field.

Proficient in Microsoft Office (Excel, PowerPoint, Word, and Outlook).

Strong organizational and time management skills.

High level of discretion and professionalism.

Good understanding of finance terminology and business processes.

Excellent written and verbal communication skills.

Ability to work independently and manage multiple priorities.