Secretary

Port of Tanjung Pelepas; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

Port of Tanjung Pelepas is seeking an experienced Executive Secretary to provide comprehensive secretarial and administrative support to a senior expatriate executive. The role focuses on managing daily schedules, correspondence and confidential matters with professionalism and discretion.

You will coordinate between the executive, internal stakeholders and external parties, arrange travel, prepare documents, minutes and ensure timely follow-up on priorities in a fast-paced corporate environment.

Responsibilities

• Provide comprehensive secretarial and administrative support to the assigned senior executive, including managing daily activities, appointments, schedules and commitments.
• Coordinate meetings, prepare agendas and materials, and record minutes as required.
• Arrange business travel, including flight bookings, accommodation and itineraries.
• Handle correspondence, communications and document preparation with confidentiality and discretion.
• Maintain filing systems and manage confidential records.
• Coordinate with internal departments and external stakeholders to ensure execution of executive priorities.

Job description

• To provide comprehensive secretarial, administrative and executive support to the assigned senior executive (an Expatriate), ensuring the effective management of daily schedules, correspondence, meetings, confidential matters and executive engagements.
• The role serves as a key coordination point between the executive, internal stakeholders and external parties, facilitating effective communication, timely follow-up and seamless execution of executive priorities. The position also requires a high degree of professionalism, discretion, organisational skills and the ability to anticipate the executive's needs in a fast-paced corporate environment.

• Key Responsibilities:

A. Executive and Secretarial Support

1. Provide comprehensive secretarial and administrative support to the assigned senior executive, including managing daily activities, appointments, schedules and commitments.
2. Manage the executive's calendar, coordinate meetings and prioritise appointments to ensure effective time management.
3. Arrange business travel, including flight bookings, accommodation, transportation, itineraries and other logistical requirements.
4. Handle incoming and outgoing correspondence, telephone calls, emails and other communications on behalf of the executive.
5. Prepare, review and format letters, memoranda, presentations, reports, meeting notes and other executive documents.
6. Maintain an effective filing and document management system, ensuring proper safekeeping and retrieval of confidential records.
7. Manage personal and official matters entrusted by the executive with professionalism and discretion.

B. Executive Assistance and Coordination

1. Act as the primary coordination point between the executive and internal departments, subsidiaries, external stakeholders and business associates.
2. Follow up on management instructions, assignments and outstanding matters to ensure timely completion and closure.
3. Assist in monitoring key deliverables, deadlines and action items arising from management meetings and executive engagements.
4. Coordinate cross-functional activities and facilitate communication between relevant stakeholders to support the executive's priorities.
5. Anticipate the executive's requirements and proactively identify matters requiring attention, escalation or follow-up.
6. Provide administrative and logistical support for corporate events, official functions, management engagements and business meetings.

C. Meeting and Management Support

1. Coordinate and organise management meetings, including preparing meeting invitations, agendas, papers and relevant supporting documents.
2. Attend meetings when required to record minutes, capture key discussions, decisions and action items.
3. Prepare and circulate meeting minutes and ensure follow-up on agreed actions with relevant stakeholders.
4. Monitor the progress of outstanding action items and provide status updates to the executive.
5. Ensure meeting arrangements, venues, equipment and other logistical requirements are properly coordinated.
6. Maintain confidentiality and proper control of sensitive management papers and meeting materials.

D. Stakeholder and Relationship Management

1. Establish and maintain effective working relationships with internal and external stakeholders, including Board members, senior management, business partners and government agencies where relevant.
2. Manage executive engagements and ensure appropriate coordination, preparation and communication with stakeholders.
3. Exercise sound judgement in handling sensitive enquiries, confidential information and matters requiring tact and diplomacy.
4. Represent the executive's office professionally in coordinating communications and administrative matters.
5. Ensure timely responses and appropriate follow-up on matters referred to the executive's office.

E. Office Administration and Operational Management

1. Oversee the day-to-day administrative requirements of the executive's office to ensure smooth and efficient operations.
2. Manage office supplies, subscriptions, claims, expenses and other administrative requirements.
3. Process and monitor executive expenses, travel claims, invoices and payment documentation in accordance with company policies.
4. Coordinate with relevant departments on administrative, procurement, finance, facilities and IT-related matters.
5. Ensure proper maintenance of records, databases, contact directories and other relevant administrative information.
6. Undertake special assignments and ad hoc projects as directed by the executive.

F. Confidentiality, Governance and Professional Conduct

1. Maintain strict confidentiality of all corporate, strategic, financial, personnel and other sensitive information accessed in the course of duty.
2. Ensure compliance with company policies, procedures, internal controls and applicable governance requirements.
3. Exercise sound judgement and discretion when handling confidential correspondence, management decisions and executive matters.
4. Maintain a high standard of professionalism, integrity and accountability in all dealings.