Secretary

Private Advertiser; West Coast Division; On-site; MYR 28,000 - 50,000; Full time

Job summary

Akitek Summaz in Kota Kinabalu, Sabah is seeking a capable Secretary to join our team in a full-time role. You will manage executive calendars, handle correspondence, prepare documents, and support senior management with various administrative tasks.

We value organisation, discretion and strong English communication. Proficiency in Malay is a plus. Applicants should be able to work independently and as part of a team in a fast-paced office environment, with flexible arrangements where possible.

Qualifications

• Proven experience as Secretary/Administrative Assistant or similar role
• Exceptional organisational skills with ability to manage multiple tasks
• Strong written and verbal English; Malay favorable
• Proficiency in MS Office and office software
• Attention to detail and accuracy; handling confidential information
• Time management and ability to meet deadlines
• Professional demeanor and interpersonal skills
• Ability to work independently and in a team in a fast-paced setting
• Flexible and adaptable to changing priorities

Responsibilities

• Manage and maintain executive calendars; schedule meetings and appointments
• Handle incoming/outgoing correspondence including emails, letters and calls
• Prepare and format documents, reports, and presentations
• Maintain confidential filing systems and accessible documentation
• Provide administrative support to senior management and departments
• Coordinate office activities, meetings and client visits
• Manage office supplies and inventory; place orders as needed
• Process expense reports, invoices, and financial documents per procedures
• Assist with general clerical tasks including data entry and scanning
• Support recruitment activities by screening applications and scheduling interviews

Skills

Calendar management

Office administration

Communication

MS Office

Confidentiality

Multitasking

Independent work

Team player

Tools

Microsoft Office

Job description

About the role

Akitek Summaz is seeking a talented and organised Secretary to join our team in Kota Kinabalu District, Sabah. This is a full-time position that plays a vital role in ensuring the smooth operation of our office and supporting our management team. As Secretary, you will be the backbone of our administrative function, providing essential support that enables our organisation to run efficiently and professionally. You will be responsible for managing communications, organising schedules, and maintaining critical office systems that keep our business moving forward.

Key responsibilities

• Managing and maintaining executive calendars, scheduling meetings, and coordinating appointments with internal staff and external clients
• Handling incoming and outgoing correspondence, including emails, letters, and telephone calls, and directing them appropriately
• Preparing and formatting documents, reports, presentations, and other materials as required
• Maintaining confidential filing systems and ensuring all documentation is organised and easily accessible
• Providing administrative support to senior management and various departments within the organisation
• Coordinating office activities and events, including meetings, conferences, and client visits
• Managing office supplies and equipment, placing orders as needed and maintaining inventory
• Processing expense reports, invoices, and other financial documentation in accordance with company procedures
• Assisting with general clerical tasks including data entry, photocopying, and scanning of documents
• Supporting recruitment activities by screening applications, scheduling interviews, and maintaining employee records

What we’re looking for

• Proven experience working as a Secretary, Administrative Assistant, or in a similar administrative role
• Exceptional organisational skills with the ability to manage multiple tasks and priorities effectively
• Strong written and verbal communication skills in English; proficiency in Malay or other local languages is advantageous
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software
• Excellent attention to detail and accuracy in all work produced
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong time management skills with the ability to meet deadlines consistently
• Professional demeanour and excellent interpersonal skills
• Ability to work independently and as part of a team in a fast-paced environment
• Flexible and adaptable approach to changing priorities and workloads

What we offer

At Akitek Summaz, we value our employees and are committed to creating a supportive and professional working environment. We offer a competitive salary package commensurate with experience and qualifications. Our benefits include opportunities for professional development and career advancement within a growing organisation. We foster a collaborative workplace culture where your contributions are recognised and appreciated. We also offer flexible working arrangements where possible to support work-life balance, and we maintain high standards of workplace safety and employee wellbeing. Join us and be part of a dynamic team that values excellence and integrity.

About us

Akitek Summaz is a professional architecture firm based in Kota Kinabalu, Sabah, committed to delivering quality services and solutions to our clients. We pride ourselves on maintaining high professional standards, fostering innovation, and building strong relationships with our stakeholders. Our team comprises dedicated professionals who are passionate about their work and committed to achieving excellence. We believe in creating an inclusive workplace where talent is nurtured, ideas are valued, and employees have the opportunity to grow and develop their careers. Our values centre on integrity, professionalism, and customer-focused service.