Project Secretary

CMGI Sdn Bhd; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company in Malaysia is seeking a Project Secretary to manage meeting documentation and support project activities. The ideal candidate will be skilled in minutes-taking, with a strong administrative background and proficient in both Bahasa Malaysia and English. Responsibilities include maintaining systematic filing, drafting reports, and supporting stakeholder communications, ensuring all tasks are completed efficiently and professionally.

Qualifications

• 2-4 years of experience in a similar role, preferably in IT or healthcare.
• Excellent proficiency in Bahasa Malaysia and good command of English.
• Able to handle multiple meetings and prioritize effectively.

Responsibilities

• Attend and record minutes for project meetings.
• Draft, review, and distribute meeting minutes promptly.
• Coordinate meeting schedules and prepare agendas.

Skills

Minutes-taking

Documentation

Interpersonal skills

Communication

Organization

Education

Diploma/Degree in Business Administration or Secretarial Studies

Tools

Microsoft Office

Zoom

MS Teams

Job description

Attend and record accurate and professional minutes in Bahasa Malaysia and English for all project meetings, including:

• Project meetings with clients
• Technical and supplier meetings
• Stakeholder engagements
• Implementation and progress review sessions

Draft, review, and distribute meeting minutes promptly, highlighting key decisions, action items, owners, and deadlines.

Follow up on outstanding action items with relevant parties to ensure timely closure.

Coordinate meeting schedules, prepare agendas, and manage the distribution of meeting materials.

Maintain systematic filing of project documentation, including minutes, correspondence, and project trackers.

Provide general administrative support such as formatting reports, organizing briefings, and assisting in stakeholder communications.

Uphold confidentiality and professionalism, particularly when handling sensitive information.

Requirements:

• Diploma/Degree in Business Administration or Secretarial Studies
• Minimum 2-4 years of experience in a similar administrative/project secretary role, preferably in IT or healthcare projects
• Strong minutes-taking and documentation skills – accurate, fast, and structured
• Excellent proficiency in Bahasa Malaysia (written and spoken) with a good command of English
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiar with online meeting tools (Zoom, MS Teams)
• Highly organized with strong attention to detail and follow-through
• Able to handle multiple meetings and prioritize documentation workload effectively
• Strong interpersonal and communication skills to work with diverse stakeholders (technical teams, clinicians, vendors, and government bodies)