Project Secretary

CMGI Sdn Bhd; Petaling Jaya; On-site; MYR 36,000 - 58,000; Full time

Job summary

CMGI Sdn Bhd is seeking a Project Secretary to join our IT services team in Malaysia. The role supports project managers with meeting coordination, minutes and documentation across Petaling Jaya and Cyberjaya offices. Initial 2-year contract with renewal or transition to permanent based on performance.

You will maintain calendars, records and trackers, prepare reports and correspondence, and coordinate with internal teams, vendors and clients. Fresh graduates are welcome to apply.

Qualifications

• Diploma/Degree in Secretarial Studies, Business Administration, Office Management or a related field; equivalent relevant experience may be considered.
• Entry level: No prior work experience required. Fresh graduates and candidates willing to learn are welcome.
• Proficiency in MS Office and online collaboration tools; familiarity with Zoom/MS Teams.
• Willing to travel or attend customer/project sites when required.
• Good written and verbal communication skills, with the ability to prepare clear correspondence and accurate meeting minutes.
• Organized, detail-oriented and able to follow up on deadlines while handling information with discretion.

Responsibilities

• Arrange project meetings, record minutes and circulate agreed action items for review and follow up.
• Maintain project calendars, meeting schedules, contact lists and trackers; remind task owners of due dates and elevate overdue items to the Project Manager.
• Prepare, format and maintain correspondence, reports, presentations and other project documents using approved templates.
• Maintain document registers, version control, filling, distribution and retrieval of project records, including approvals and sign-offs.
• Coordinate administrative communication with internal teams, customers, vendors and other project stakeholders as directed.
• Support implementation, training, testing and go live activities by arranging logistics, attendance records, schedules and required documentation.
• Compile progress updates, timesheets, claims, and supporting documents for review by the authorized personnel.
• Handle confidential information appropriately and maintain records in accordance with company procedures.
• Uphold confidentiality and professionalism, particularly when handling sensitive information.

Skills

Meeting coordination

Report preparation

Communication skills

MS Office

Education

Diploma/degree in Secretarial Studies, Business Administration, Office Management

Tools

MS Office Suite

Project tracking tools

Job description

At CMGI, we're a leading IT services provider dedicated to enhancing customer experience through continuous innovation. With over 1,000 employees across our Petaling Jaya and Cyberjaya offices, we deliver cutting-edge technology solutions while fostering an inclusive workforce that values flexibility and meaningful work. We're currently hiring a Project Secretary to join our dynamic team and support our mission of delivering exceptional business solutions to our clients.

Initial 2-year contract with the opportunity for renewal or transition to a permanent role, subject to performance

What you'll do:

Arrange project meetings, record minutes and circulate agreed action items for review and follow up.

Maintain project calendars, meeting schedules, contact lists and trackers; remind task owners of due dates and elevate overdue items to the Project Manager.

Prepare, format and maintain correspondence, reports, presentations and other project documents using approved templates.

Maintain document registers, version control, filling, distribution and retrieval of project records, including approvals and sign-offs.

Coordinate administrative communication with internal teams, customers, vendors and other project stakeholders as directed.

Support implementation, training, testing and go live activities by arranging logistics, attendance records, schedules and required documentation.

Compile progress updates, timesheets, claims, and supporting documents for review by the authorized personnel.

Handle confidential information appropriately and maintain records in accordance with company procedures.

Uphold confidentiality and professionalism, particularly when handling sensitive information.

Requirements:

Diploma/Degree in Secretarial Studies, Business Administration, Office Management or a related field; equivalent relevant experience may be considered.

Entry level: No prior work experience required. Fresh graduates and candidates willing to learn are welcome.

Able to use Microsoft Office or equivalent tools for documents, spreadsheets, presentation, email and calendars.

Added advantage: Exposure to healthcare or IT Projects, project tracking tools, document management system, or ISO/CMMI documentation practices.

Willing to travel or attend customer/project sites when required.

Good written and verbal communication skills, with the ability to prepare clear correspondence and accurate meeting minutes.

Proficiency in MS Office suite and online collaboration tools and familiar with online meeting tools, (Zoom, MS Teams).

Organized, detail-oriented and able to follow up on deadlines while handling information with discretion.

Able to work collaboratively with technical and non-technical teams.

Be the backbone of exciting projects while building your career in a supportive environment!

CMGI Sdn Bhd (“CMG”) is a global IT services provider, delivering technology-driven business solutions that complement our client’s strategic objectives. CMG offers unmatched business value to customers through a combination of process optimisation, ISO, ITIL & CMMi quality frameworks and service delivery innovation.

Our people are at the heart of what we do at CMG. We believe in flexibility for you to explore your passions while making an impact through meaningful work within our inclusive workforce. We invest in the health and well-being of our staff, train and reward talent and develop frontline leaders at all categories to bring out the best in each other.

Join us today, and you can expect a contemporary work-life balance working environment, solid ground for career growth and various programs for continuous innovation. For more information, please visit our website at www.cmg.com.my.