Executive Secretary

ELSA; Kuching; On-site; MYR 60,000 - 90,000; Part time

Job summary

ELSA in Kuching, Sarawak seeks an experienced executive assistant to provide high-level administrative, coordination, and governance support to the Senior Executive, ensuring confidentiality and professional conduct across the office.

The role manages calendars, meetings, travel, board and committee documentation, stakeholder liaison, and corporate submissions, delivering timely reports and maintaining orderly records. 5–10 years' experience in senior‑level support is preferred.

Qualifications

• Diploma or degree in business administration, management, communications or related field.
• 5–10 years experience supporting C‑suite/executives, preferably in GLC/government or energy sector.
• Fluent English and Bahasa Malaysia, both written and spoken.

Responsibilities

• Coordinate calendars, engagements, meetings and travel with accuracy and discretion.
• Prepare documentation, briefing notes, and meeting materials to corporate standards.
• Maintain confidentiality of information, correspondence and records.
• Support governance tasks for board, EXCO and management committees, including minutes and follow‑ups.
• Liaise with internal and external stakeholders, ensuring professional communications and corporate image.
• Coordinate events, visits and high‑level meetings for the senior executive.
• Maintain organized filing and document management for the office.
• Monitor deliverables and coordinate inputs for reports and dashboards.

Skills

Calendar management

Stakeholder liaison

Confidentiality

Education

Diploma/Degree in Business Admin

Tools

Microsoft Office

Job description

Job Purpose:

To provide comprehensive, high-level administrative, coordination, and governance support to support Senior Executive in ensuring the effective functioning of the Office. The role upholds the highest standards of confidentiality, professionalism, and corporate protocol while facilitating timely decision-making, stakeholder engagement, and organisational alignment.

Employment type: Contract basis

Work Location: Kuching, Sarawak

Key Accountabilities:

Executive Support & Office Administration:

• Manage and coordinate calendars, official engagements, meetings, and travel arrangements with accuracy and discretion.
• Ensure all documentation, briefing notes, and meeting materials are prepared in advance and meet corporate standards.
• Maintain strict confidentiality of all information, correspondence, and records handled by the Office

Governance & Secretariat Functions:

• Support the preparation, coordination, and documentation of Board, EXCO, Management Committee, and strategic review meetings.
• Prepare minutes, resolutions, action trackers, and follow-up reports in accordance with corporate governance requirements.
• Ensure timely submission of papers, reports, and approvals to the B and relevant governance bodies

Stakeholder Coordination & Protocol Management:

• Serve as the primary liaison between the office and internal/external stakeholders, including government agencies, regulators, industry partners, and senior management.
• Manage communication protocols, ensuring all engagements reflect the organisation's corporate image and standards.
• Coordinate official events, courtesy visits, and high-level meetings involving the senior executive.

Communication & Documentation:

• Maintain an organized filing and document management system for the Office

Operational Efficiency & Office Management:

• Monitor and track key deliverables, deadlines, and strategic commitments requiring the attention.
• Coordinate cross-functional inputs for reports, dashboards, and corporate submissions.

Qualifications and Experience:

• Diploma/Degree in Business Administration, Management, Communications, or related discipline.
• Minimum 5–10 years of experience supporting C‑suite executives, preferably within GLCs, government agencies, or the Oil & Gas/energy sector.
• Strong command of English and Bahasa Malaysia, both written and spoken.
• High proficiency in Microsoft Office, document management systems, and corporate communication tools.
• Demonstrated ability to handle confidential information with integrity and discretion.