Executive Secretary - Administration Executive

Chocofac; Semenyih; On-site; MYR 48,000 - 90,000; Full time

Job summary

Jora Malaysia is seeking an Executive Secretary & Administration Executive to support the CEO, Management, and overall company operations. The role requires excellent organisation, proactive follow-up, and discretion with confidential information.

You will coordinate meetings, track action items, maintain corporate records, and ensure important company matters are followed through to completion. Diploma or degree and 2 years of admin experience are preferred.

Qualifications

• Diploma or Bachelor's degree in related field.
• Minimum 2 years in administration, executive support, or corporate secretarial work.
• Proficient in Microsoft Office; strong organisational and time management.

Responsibilities

• Manage CEO's and Management team's calendars, appointments, meetings, and travel arrangements.
• Attend management meetings and prepare accurate meeting minutes.
• Follow up with department heads to ensure action items and deadlines are completed.
• Track ongoing projects and provide progress updates to Management.
• Prepare presentations, reports, correspondence, and business documents.
• Coordinate management meetings, board meetings, and company events.
• Coordinate communication between departments to ensure smooth daily operations.
• Monitor company-wide tasks, projects, and administrative deadlines.
• Prepare and maintain company policies, SOPs, forms, and internal documentation.
• Maintain organised filing systems for company records and corporate documents.
• Assist in organising company functions, training sessions, audits, and inspections.
• Liaise with government authorities, external consultants, auditors, lawyers, suppliers, and business partners.
• Handle confidential company, financial, legal, HR, and business information with strict confidentiality.
• Maintain records of contracts, agreements, licences, permits, insurance policies, and statutory documents.
• Assist in preparing documentation for board meetings, shareholders' meetings, audits, and regulatory submissions.
• Ensure confidential documents are securely maintained and accessible only to authorised personnel.
• Handle official correspondence, emails, and incoming enquiries.
• Prepare reports, spreadsheets, and presentations using Microsoft Office.
• Coordinate travel arrangements, accommodation, and meeting logistics.
• Support cross-functional projects assigned by Management.
• Perform any other duties assigned by the CEO or Management.

Skills

Organisational skills

Time management

Communication skills

Interpersonal skills

Integrity & confidentiality

Multitasking & follow-up

Education

Diploma or Bachelor's degree in Business Administration/Secretarial Studies/Management

Tools

Microsoft Office

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 Secretary - Administration Executive

We are looking for a highly organised, proactive, and trustworthy Executive Secretary & Administration Executive to support the CEO, Management, and overall company operations. This role requires excellent organisational skills, strong follow-up abilities, and a high level of discretion when handling confidential information. You will coordinate meetings, monitor action items across departments, maintain corporate records, and ensure important company matters are followed through to completion.

Key ResponsibilitiesExecutive & Management Support

• Manage the CEO's and Management team's calendars, appointments, meetings, and travel arrangements.
• Attend management meetings and prepare accurate meeting minutes.
• Follow up with department heads and employees to ensure action items and deadlines are completed.
• Track ongoing projects and provide progress updates to Management.
• Prepare presentations, reports, correspondence, and business documents.
• Coordinate management meetings, board meetings, and company events.

Company Administration

• Coordinate communication between departments to ensure smooth daily operations.
• Monitor company-wide tasks, projects, and administrative deadlines.
• Prepare and maintain company policies, SOPs, forms, and internal documentation.
• Maintain organised filing systems for company records and corporate documents.
• Assist in organising company functions, training sessions, audits, and inspections.
• Liaise with government authorities, external consultants, auditors, lawyers, suppliers, and business partners.

Corporate & Confidential Matters

• Handle confidential company, financial, legal, HR, and business information with strict confidentiality.
• Maintain records of contracts, agreements, licences, permits, insurance policies, and statutory documents.
• Assist in preparing documentation for board meetings, shareholders' meetings, audits, and regulatory submissions.
• Ensure confidential documents are securely maintained and accessible only to authorised personnel.

General Administration

• Handle official correspondence, emails, and incoming enquiries.
• Prepare reports, spreadsheets, and presentations using Microsoft Office.
• Coordinate travel arrangements, accommodation, and meeting logistics.
• Support cross-functional projects assigned by Management.
• Perform any other duties assigned by the CEO or Management.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Management, or a related field.
• Minimum 2 years of experience in administration, executive support, or corporate secretarial work.
• Excellent organisational and time management skills.
• Strong communication and interpersonal skills.
• High level of integrity and ability to handle confidential matters.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Able to multitask, prioritise work, and follow up effectively with multiple departments.
• Experience supporting senior management in a manufacturing or corporate environment is an advantage.