Executive, Office Administration & Secretarial Support

Beacon Mart; Selangor; On-site; MYR 45,000 - 67,000; Full time

Job summary

Beacon Mart in Malaysia is seeking an Executive, Office Administration & Secretarial Support to assist the Director and management team in Selangor. You will manage calendars, arrange meetings, prepare agendas and materials, and record minutes, ensuring smooth day-to-day operations.

The role requires 2–3 years of relevant experience, strong organizational and communication skills, and the ability to handle multiple priorities with discretion.

Qualifications

• Diploma or degree in Business Administration or Secretarial Studies or a related field.
• At least 2–3 years of experience in office administration, secretarial support or a similar role.
• Good organizational, communication and time-management skills.
• Able to manage multiple priorities and work independently.
• Professional, responsible, resourceful and detail oriented.
• Strong sense of confidentiality and integrity.
• Able to communicate effectively in English, Bahasa Malaysia and Chinese.

Responsibilities

• Manage the Director’s calendar, appointments, meetings and daily schedule.
• Arrange and coordinate internal and external meetings.
• Prepare meeting agendas, documents and presentation materials.
• Record meeting minutes and follow up on agreed action items.
• Screen and manage emails and correspondence when required.
• Remind Management of important appointments, deadlines and commitments.
• Handle confidential documents and sensitive information professionally.
• Support Management with reports, letters and other business documents.
• Oversee the daily administration and smooth operation of the office.
• Coordinate the maintenance and repair of office facilities and equipment.
• Liaise with vendors, contractors, building management and service providers.
• Monitor office contracts, subscriptions, licenses and renewal dates.
• Maintain proper filing systems and administrative records.
• Coordinate courier services, incoming mail and outgoing documents.
• Communicate and coordinate with internal departments on behalf of Management.
• Follow up on outstanding tasks, approvals and submissions.
• Support administrative purchasing and verify invoices before submission to Finance.
• Perform other administrative or secretarial duties assigned by Management.

Skills

Organizational skills

Communication skills

Time management

Education

Diploma or degree in Business Administration or Secretarial Studies

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

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.

Executive, Office Administration & Secretarial Support

• Manage the Director’s calendar, appointments, meetings and daily schedule.
• Arrange and coordinate internal and external meetings.
• Prepare meeting agendas, documents and presentation materials.
• Record meeting minutes and follow up on agreed action items.
• Screen and manage emails and correspondence when required.
• Remind Management of important appointments, deadlines and commitments.
• Handle confidential documents and sensitive information professionally.
• Support Management with reports, letters and other business documents.
• 2. Office Administration
  • Oversee the daily administration and smooth operation of the office.
  • Manage office supplies, stationery, equipment and pantry items.
  • Coordinate the maintenance and repair of office facilities and equipment.
  • Liaise with vendors, contractors, building management and service providers.
  • Monitor office contracts, subscriptions, licenses and renewal dates.
  • Maintain proper filing systems and administrative records.
  • Coordinate courier services, incoming mail and outgoing documents.
• 3. General Coordination
  • Communicate and coordinate with internal departments on behalf of Management.
  • Follow up on outstanding tasks, approvals and submissions.
  • Support administrative purchasing and verify invoices before submission to Finance.
  • Perform other administrative or secretarial duties assigned by Management.

Requirements

• Diploma or degree in Business Administration, Secretarial Studies or a related field.
• At least 2–3 years of experience in office administration, secretarial support or a similar role.
• Good organizational, communication and time-management skills.
• Able to manage multiple priorities and work independently.
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook.
• Professional, responsible, resourceful and detail oriented.
• Strong sense of confidentiality and integrity.
• Able to communicate effectively in English, Bahasa Malaysia and Chinese.