Executive Support & Calendar Coordination Specialist

Optimum Infosolutions; Kuala Lumpur; On-site; MYR 60,000 - 108,000; Full time

Job summary

Bank in Kuala Lumpur is seeking a proactive Executive Secretarial/Administrative professional to support the Deputy Directors. You will manage calendars, coordinate meetings and travel, handle correspondence, and maintain confidential records with discretion.

The role requires 2–5 years in similar support functions, strong English communication, and proficiency in Microsoft 365 applications. You will work closely with senior management to ensure smooth departmental operations and effective

Qualifications

• Diploma in Office Management & Technology or Executive Secretarialship or Secretarial Services from recognised institutions approved by the MQA or equivalent
• Strong written and verbal communication skills in English
• Preferably 2–5 years of secretarial/EA/office administration experience
• Experience supporting senior management
• Good organisation and time management
• Proficiency in Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and related systems
• Ability to manage structured problem-solving, multiple priorities and confidentiality
• Ability to prioritise requests, coordinate cross-functional activities and anticipate admin needs of the department
• Ability to engage professionally with stakeholders across the Bank and external parties
• Professionalism, responsiveness, discretion, collaboration and strong communication skills

Responsibilities

• Maintain Deputy Directors' calendar and schedule meetings, engagements, deadlines and commitments while avoiding conflicts
• Coordinate meetings and engagements: materials, attendees, venues and technical support
• Arrange Deputy Directors' official visits: flights, registrations, accommodation and claims
• Manage correspondence and routing: emails, letters, memoranda, phone enquiries and follow-ups
• Track progress of tasks and ensure timely submissions and actions by staff or others
• Provide administrative support and maintain confidential records and briefing materials
• Relieve Administrative Assistants and support other Deputy Directors as needed
• Support departmental budget administration and track meetings, travel and training expenses

Skills

English communication

Calendar management

Organisational skills

Time management

Confidentiality

Stakeholder engagement

Education

Diploma in Office Management & Technology or Executive Secretarialship

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Bank in Kuala Lumpur is seeking a proactive Executive Secretarial/Administrative professional to support the Deputy Directors. You will manage calendars, coordinate meetings and travel, handle correspondence, and maintain confidential records with discretion.

The role requires 2–5 years in similar support functions, strong English communication, and proficiency in Microsoft 365 applications. You will work closely with senior management to ensure smooth departmental operations and effective