Project Secretary

SURIA STRATEGIC ENERGY RESOURCES SDN. BHD.; Kuala Lumpur; On-site; MYR 60,000 - 110,000; Full time

Job summary

SURIA STRATEGIC ENERGY RESOURCES SDN. BHD. seeks an organised Executive Assistant / Project Governance Officer in Kuala Lumpur to support the Project Director.

You will manage calendars, prepare briefing materials, coordinate travel, and handle confidential communications to drive governance and project milestones. Responsibilities include taking accurate minutes, tracking action items, maintaining the document control system, and preparing periodic governance reports for the board and

Qualifications

• Experience in executive support or project governance.
• Ability to manage multiple priorities and confidential information.
• Strong written and verbal communication skills.

Responsibilities

• Schedule, coordinate, and prepare agendas for high-level project meetings.
• Attend meetings, record minutes, capture action items and decisions.
• Track follow-up on action items to ensure timely completion by owners.
• Distribute minutes, reports and agendas promptly.
• Develop and maintain the project document management system and version control.
• Support calendar management, travel arrangements, and briefing materials for the Project Director.
• Assist in governance, compliance tracking, and regular status reporting to stakeholders.
• Act as a liaison between the Project Director, internal teams, vendors, and external parties.

Skills

Calendar management

Minutes writing

Meeting coordination

Communication

Document control

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Schedule, coordinate, and prepare agendas for all high-level project meetings in consultation with the Project Director.

Attend meetings, record accurate and concise minutes, and capture action items, decisions, and key discussions.

Track and follow up on action items from meetings to ensure timely completion by responsible parties.

Distribute minutes, reports, and agendas in a timely manner.

b. Document and Record Management:

Develop, implement, and maintain the project's document management and control system, ensuring version control and appropriate access.

Be the central point for the custody of all key project documents, including contracts, permits, compliance records, and official correspondence.

Prepare, proofread, and format complex documents, including board reports, presentations, technical summaries, and stakeholder communications.

Ensure all project documentation is archived systematically for audit, legal, and historical purposes.

c. Executive Support to the Project Director:

Manage the project director's complex calendar, schedule appointments, and coordinate travel arrangements.

Screen and prioritize incoming communications (emails, calls, correspondence) for the Project Director.

Prepare briefing materials and dossiers for the Project Director ahead of key meetings and engagement.

Handle confidential and sensitive information with the utmost discretion and professionalism.

d. Compliance and Reporting:

Assist in tracking regulatory compliance milestones and maintaining records for audits.

Support the Project Director in preparing regular status reports for the board, government entities, and other stakeholders.

Ensure that governance activities adhere to internal and external regulatory requirements.

e. Communication and Coordination:

Act as a key communication link between the Project Director's office and internal project teams, external stakeholders, and vendors.

Facilitate the flow of information to ensure all parties are informed of governance decisions and key project updates.

Coordinate logistics for project-related events, such as stakeholder forums, review workshops, and public hearings.