Personal Secretary

Chocofac; Bandar Baru Bangi; On-site; MYR 20,000 - 100,000; Full time

Job summary

A reputable company in Malaysia is seeking a highly organized Personal Secretary to support the CEO in daily operations. The ideal candidate will manage the CEO’s calendar, prepare meeting materials, and liaise with various stakeholders. Strong communication skills and attention to detail are essential for this role, offering a confidential work environment and dynamic responsibilities.

Qualifications

• Experience in an administrative support role, preferably at the executive level.
• Proficiency in drafting and reviewing official documents.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the CEO’s calendar and schedule appointments.
• Prepare meeting agendas, minutes, and follow-up items.
• Arranging local and international travel itineraries.
• Liaise with internal departments and external stakeholders.

Skills

Excellent communication skills

Strong attention to detail

Ability to manage multiple priorities

Job description

We are seeking a highly organized, discreet, and proactive Personal Secretary to support the Chief Executive Officer (CEO) in daily administrative, operational, and coordination matters. This role requires excellent communication skills, strong attention to detail, and the ability to manage multiple priorities.

Key Responsibilities

• Executive Support
  • Manage the CEO’s calendar, schedule appointments, and coordinate meetings.
  • Prepare meeting agendas, minutes, and follow-up action items.
  • Manage the Director’s calendar, schedule appointments, and coordinate meetings.
  • Prepare meeting materials and agendas as required.
  • Handle confidential correspondence, documents, and reports with discretion.
• Administrative Management
  • Draft, review, and edit emails, letters, and official documents.
  • Maintain organized filing systems for corporate and personal records.
  • Assist in monitoring deadlines, projects, and operational tasks.
• Travel & Logistics
  • Arrange local and international travel itineraries, accommodations, and transportation.
  • Manage expense claims, reimbursements, and travel documentation.
• Communication & Coordination
  • Liaise professionally with internal departments, business partners, and external stakeholders on behalf of the CEO.
  • Act as a point of contact between the CEO and the management team to ensure smooth information flow.
• Administration Work and Ad Hoc Requests
  • Support general administrative tasks as assigned.
  • Handle ad hoc requests from the CEO.
• Personal Assistance
  • Provide personal support for the CEO where required, including managing appointments and personal errands while maintaining full confidentiality.