Project Secretary: Admin & Coordination for IT Projects

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

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.