Executive Secretary to CEO

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

Benefits offered by this job

Competitive remuneration and benefits

Job summary

Private Advertiser in Kuala Lumpur, Malaysia, seeks an Executive Secretary to the CEO who will act as a pivotal link between the CEO's office and internal departments, ensuring requests, documents, appointments and follow-up actions are handled efficiently and within required timelines.

You will manage the CEO's calendar, coordinate meetings, prepare agendas and materials, attend meetings when required, and maintain strict confidentiality while coordinating with senior stakeholders across

Qualifications

• Bachelor's degree in Business Administration, Management, Secretarial Studies or related field.
• 3–5 years of relevant experience as an Executive Secretary/EA/PA.
• Experience supporting a CEO or senior executive is highly preferred.
• Multinational or international business exposure is an advantage.

Responsibilities

• Manage the CEO's daily calendar, appointments, and commitments.
• Coordinate and prioritize meetings and internal and external engagements.
• Provide timely reminders and follow-up on important actions.
• Prepare agendas, presentations, briefing materials, and documents.
• Attend meetings when required and record minutes and action items.
• Serve as liaison between the CEO's office and internal departments.
• Arrange transportation and office support services as needed.

Skills

English fluency

MS Office

Organizational skills

Communication skills

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

As Executive Secretary to the CEO, you will be more than a traditional secretary. You will act as a key coordination point between the CEO's office and various internal departments, ensuring that requests, documents, appointments, administrative arrangements, and follow-up actions are handled efficiently and within the required timelines. You will work closely with senior management and departments including Administration, Finance / Treasury, Human Resources, IT, Procurement, Facilities, Operations, and other business functions.

Key responsibilities

Manage the CEO's daily calendar, appointments, meetings, and business commitments

Coordinate and prioritize meetings and appointments

Provide timely reminders and follow up on important commitments

Assist the CEO in managing a busy and dynamic schedule

Arrange internal and external meetings involving the CEO and senior stakeholders

Prepare agendas, presentations, briefing materials, and relevant documents

Attend meetings when required and prepare minutes and action items

Follow up with relevant parties to ensure agreed actions are completed

Serve as a key liaison between the CEO's office and various internal departments

Coordinate with the Senior Executive / Administration team on matters such as company driver, dispatch, transportation, vehicle arrangements, office support, and other administrative requirements

About you

Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field

Minimum 3–5 years of relevant experience as an Executive Secretary, Executive Assistant, Personal Assistant, Secretary, or similar role

Experience supporting a CEO, Managing Director, Chairman, or senior executive is highly preferred

Excellent command of English, both written and spoken

Strong Microsoft Office skills, particularly Word, Excel, PowerPoint, and Outlook

Excellent organizational, communication, coordination, and follow-up skills

High level of integrity, discretion, and confidentiality

Willing to work beyond normal office hours when required by the CEO's business commitments

Experience in a multinational or international business environment will be an advantage

Experience in the palm oil, commodities, trading, or related industries will be an added advantage

Work closely with senior leadership and gain valuable exposure to high-level business operations

Broader executive role – not limited to traditional secretarial duties

International business exposure through interaction with internal and external stakeholders

Professional development opportunities in a dynamic corporate environment

• Competitive remuneration and benefits package