Executive Secretary to COO

Pacific Inter-Link Sdn Bhd; Kuala Lumpur; On-site; MYR 70,000 - 100,000; Full time

Benefits offered by this job

Competitive remuneration

Career development opportunities

Exposure to multinational environment

Job summary

Pacific Inter-Link Sdn Bhd in Kuala Lumpur is seeking an Executive Secretary to the COO who will act as a key liaison between the COO's office and internal departments. You will manage requests, documents, appointments, and follow-up actions to ensure timely delivery and high-level coordination.

You will work closely with senior management across Administration, Finance, HR, IT, Procurement, Facilities, and Operations, supporting the COO and contributing to efficient decision-making in a dynamic

Qualifications

• Bachelor's degree in Business Administration, Management, Secretarial Studies, or a related field
• 3–5 years of relevant experience as an Executive Secretary, Executive Assistant, Personal Assistant, Secretary, or similar role
• Experience supporting a COO, 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 COO'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

Responsibilities

• Manage the COO'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 COO in managing a busy and dynamic schedule
• Arrange internal and external meetings involving the COO 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 COO'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

Skills

Executive support

Calendar management

Stakeholder coordination

Office software

English proficiency

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

As Executive Secretary to the C0O, you will be more than a traditional secretary. You will act as a key coordination point between the COO'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 COO'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 COO in managing a busy and dynamic schedule

Arrange internal and external meetings involving the COO 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 COO'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 COO, 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 COO'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

Pacific Inter-Link Sdn Bhd (PIL) founded in 1988, specializing in palm oil, consumer goods, and global trade. It exports to over 70 countries, supplying edible oils, fats, soaps, detergents, and dairy products while ensuring efficient logistics. As a member of the RSPO, PIL is committed to ethical sourcing and environmental sustainability. In December 2024, it set a record by shipping 70,000 metric tons of palm oil, reinforcing its position as a global industry leader.

Pacific Inter-Link Sdn Bhd (PIL) founded in 1988, specializing in palm oil, consumer goods, and global trade. It exports to over 70 countries, supplying edible oils, fats, soaps, detergents, and dairy products while ensuring efficient logistics. As a member of the RSPO, PIL is committed to ethical sourcing and environmental sustainability. In December 2024, it set a record by shipping 70,000 metric tons of palm oil, reinforcing its position as a global industry leader.