Executive Secretary

I-XEON TECHNOLOGIES SDN. BHD.; Malacca City; On-site; MYR 60,000 - 90,000; Full time

Benefits offered by this job

Professional development opportunities

Job summary

I-Xeon Technologies seeks an Executive Secretary to provide high-level secretariat and administrative support to senior leadership in a governance-driven environment. You will coordinate strategies, liaise across departments and external stakeholders, and ensure timely execution of key initiatives.

Responsibilities include managing meetings (AGM, council/committee sessions), maintaining minutes and records, drafting official documents, and ensuring compliance with policies.

Qualifications

• Bachelor’s Degree in Business Administration, Management, Public Administration, Public Relations, or related field
• Minimum 3–5 years of experience in secretariat, executive support, or administrative roles
• Experience in corporate, non-profit organizations, associations, or governance-related environments is an advantage

Responsibilities

• Support senior leadership in coordinating organizational strategies, plans, and key initiatives
• Act as a central liaison between internal departments, committees, and external stakeholders
• Monitor progress of key projects and follow up on action items to ensure timely execution
• Oversee and ensure proper management of meetings, including AGM, council/committee meetings, and special sessions
• Ensure compliance with organizational constitution, policies, and governance practices
• Provide secretariat support to leadership in policy implementation and decision tracking
• Coordinate meeting schedules, prepare agendas, and ensure readiness of meeting materials
• Oversee preparation and accuracy of minutes, reports, and official documents
• Maintain proper documentation, records, and filing systems
• Provide direct administrative support to senior leadership (e.g., calendar management, travel arrangements, correspondence)
• Ensure smooth day-to-day administrative operations of the secretariat office
• Draft official letters, reports, and announcements in a timely and professional manner

Skills

Organizational skills

Coordination

Communication skills

Multilingual (Mandarin, English, Malay

Integrity and professionalism

Task management

Education

Bachelor's Degree in Business Administration, Management, Public Administration, Public Relations, or related field

Job description

Responsibilities

• Support senior leadership in coordinating organizational strategies, plans, and key initiatives
• Act as a central liaison between internal departments, committees, and external stakeholders
• Monitor progress of key projects and follow up on action items to ensure timely execution
• Oversee and ensure proper management of meetings, including Annual General Meetings (AGM), council/committee meetings, and special sessions
• Ensure compliance with organizational constitution, policies, and governance practices
• Provide secretariat support to leadership in policy implementation and decision tracking
• Coordinate meeting schedules, prepare agendas, and ensure readiness of meeting materials
• Oversee preparation and accuracy of minutes, reports, and official documents
• Maintain proper documentation, records, and filing systems
• Provide direct administrative support to senior leadership (e.g., calendar management, travel arrangements, correspondence)
• Ensure smooth day-to-day administrative operations of the secretariat office
• Draft official letters, reports, and announcements in a timely and professional manner

Requirements

• Bachelor’s Degree in Business Administration, Management, Public Administration, Public Relations, or related field
• Minimum 3–5 years of experience in secretariat, executive support, or administrative roles
• Experience in corporate, non-profit organizations, associations, or governance-related environments is an advantage
• Strong organizational and coordination skills
• Excellent written and verbal communication skills (English; Mandarin is an advantage)
• High level of integrity, discretion, and professionalism
• Ability to manage multiple tasks and work under pressure
• Strong attention to detail and follow-through
• Conversant in Mandarin, English, and Malay

Out Think. Out Do. Make a Difference!

I-Xeon Technologies is a company that provides you with state-of-the-art solutions and shared services through a team of capable professionals with the mission of delivering to our customers, innovative software solutions and outsourcing services of the competitive edge.

Our solutions encompass of Enterprise Content Management and Business Process Automation that help to accelerate your business performance. Our creativity and innovations brings about various web applications that help organizations define and develop e-business strategies. We help to transform information to value add into businesses for performance and results. We aim to deliver a low-risk, high-reward solutions to all our customers.

Our Professional Services, in Software Application Development & Maintenance, as well as Infrastructure Management is proven to have forge businesses to results. We help define the core competencies in a business and work side-by-side with our customers to exploit opportunities. By leveraging the existing IT infrastructure through web-enabling technologies we give companies a quicker and cheaper time to market.

Out Think. Out Do. Make a Difference!

I-Xeon Technologies is a company that provides you with state-of-the-art solutions and shared services through a team of capable professionals with the mission of delivering to our customers, innovative software solutions and outsourcing services of the competitive edge.

Our solutions encompass of Enterprise Content Management and Business Process Automation that help to accelerate your business performance. Our creativity and innovations brings about various web applications that help organizations define and develop e-business strategies. We help to transform information to value add into businesses for performance and results. We aim to deliver a low-risk, high-reward solutions to all our customers.

Our Professional Services, in Software Application Development & Maintenance, as well as Infrastructure Management is proven to have forge businesses to results. We help define the core competencies in a business and work side-by-side with our customers to exploit opportunities. By leveraging the existing IT infrastructure through web-enabling technologies we give companies a quicker and cheaper time to market.

What can I earn as an Executive Secretary