Executive Secretary

Talent Recruit; Malacca City; On-site; MYR 42,000 - 64,000; Full time

Job summary

Talent Recruit is seeking an experienced Secretariat/Executive Support professional in Melaka to assist senior leadership with coordinating organizational strategies and governance processes. The role involves liaison across departments, scheduling, and documentation management.

The ideal candidate will have a Bachelor’s degree and at least 2 years in secretariat or administrative roles, strong organizational skills, and excellent communication abilities in English (Mandarin a plus).

Qualifications

• Bachelor's degree in Business Administration, Management, Public Administration, Public Relations, or related field.
• Minimum 2 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.

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 (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

Secretariat coordination

Executive support

Administrative operations

Event coordination

Written and verbal communication

Education

Bachelor's Degree in Business Administration

Bachelor's Degree in Management

Bachelor's Degree in Public Administration

Bachelor's Degree in Public Relations

Job description

Industry: IT Industry

Location: Melaka

Working Hours: Monday to Friday (8.30am - 5.30pm)

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 2 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