Executive Secretary

ELSA; Kuala Lumpur; On-site; MYR 67,000 - 100,000; Full time

Job summary

ELSA in Kuala Lumpur seeks an experienced Executive Assistant to support the CEO with meetings, schedules, and official correspondence.

The role includes managing the CEO’s diary, travel arrangements, and coordinating board meetings while liaising with government agencies and stakeholders. A Diploma in Secretarial Science and 7+ years in senior admin roles are required.

Qualifications

• Diploma in Secretarial Science or related field.
• At least 7 years' experience in roles reporting to senior management.
• Excellent interpersonal and communication skills.

Responsibilities

• Assist CEO with meetings, travel, and appointments.
• Draft and prepare letters, memos, and other correspondence.
• Maintain CEO's diary and arrange travel arrangements.
• Coordinate Board meetings and liaise with government agencies and stakeholders.
• Carry out general office duties and protect confidential documents.

Skills

Good interpersonal skills

Education

Diploma in Secretarial Science

Job description

Responsibilities

• EXECUTIVE SUPPORT
  • Assist CEO in arranging meetings, appointments, and official schedules.
  • Handle travel arrangements, including accommodation, flight bookings, and travel advances or claims.
  • Maintain and update CEO's diary of schedules and appointments.
  • Draft and prepare letters, memos, faxes, and other correspondence as instructed by CEO.
• OFFICE ADMINISTRATION & COMMUNICATION
  • Type and format official documents, letters, memos, and faxes accurately and promptly.
  • Manage all incoming and outgoing correspondence, including mail, emails, and faxes.
  • Make outgoing telephone calls and screen incoming calls or visitors on behalf of CEO.
  • Respond to routine inquiries and ensure proper communication flow.
• RECORD MANAGEMENT
  • Maintain proper records, files, and filing systems for CEO's Office.
  • File and safeguard confidential letters and documents with strict confidentiality.
  • Reorganize and maintain an efficient filing system for easy document retrieval.
• COORDINATION & LIAISON
  • Assist in coordinating Board Meetings and other official meetings, including logistics an documentation.
  • Liaise and coordinate with Government Agencies, Contractors, Operators, and other stakeholders.
  • Arrange appointments and facilitate courtesy visits for CEO.
  • Provide assistance and coordination support to other departments when required.
• GENERAL SUPPORT
  • Perform general office duties such as photocopying, sending faxes, and managing office supplies.
  • Carry out any other duties as assigned by Chief Executive Officer from time to time.

Requirements

• Minimum qualification of Diploma in Secretarial Science or other related fields.
• Minimum 7 years working experience in similar positions reporting to Senior Management position or any other relevant working experience.
• Good interpersonal skills.