SECRETARY-ADMIN EXECUTIVE

Sydney Cake House; Shah Alam; On-site; MYR 36,000 - 60,000; Full time

Job summary

Sydney Cake House in Shah Alam, Malaysia is seeking an organized secretary to manage daily schedules, meetings, and business commitments. The role involves maintaining calendars, distributing minutes, and securely handling confidential documents.

You will coordinate internal and external meetings, prepare agendas, record minutes, and track action items with deadlines. The ideal candidate has a Diploma or Bachelor’s in Secretarial Studies or related field, with 2–3 years of relevant experience,

Qualifications

• Diploma or Bachelor’s Degree in Secretarial Studies, Business Administration, Office Management or equivalent.
• 2–3 years of relevant experience as a secretary.
• Ability to prepare professional correspondence and accurate meeting minutes.
• Demonstrates integrity, discretion and confidentiality.
• Able to work independently with minimal supervision.
• Strong attention to detail and ability to manage multiple priorities.

Responsibilities

• Manage daily schedules, appointments, meetings, and business commitments.
• Maintain an organised calendar and provide timely reminders of important appointments, meetings, deadlines, and follow-up matters.
• Ensure confidential documents are securely stored and accessible only to authorised personnel.
• Schedule and coordinate Management, departmental, vendor, and external meetings.
• Prepare meeting agendas and supporting documents before meetings.
• Attend meetings when required and accurately record minutes of meetings.
• Clearly document decisions, action items, responsible persons, and completion deadlines.
• Distribute approved minutes of meetings to relevant parties.
• Maintain an Action Item Tracker and follow up with responsible departments on outstanding matters.
• Escalate overdue or critical action items to Management promptly.
• Manage Management’s calendar efficiently and prevent scheduling conflicts.
• Prioritise appointments according to urgency and business requirements.
• Coordinate internal and external appointments with relevant parties.
• Confirm meeting attendance and arrangements in advance.
• Notify Management immediately of any cancellation, postponement, or changes.
• Coordinate business travel arrangements including flight bookings, accommodation, transportation, and travel itineraries.
• Prepare complete travel schedules and supporting documents.
• Coordinate meeting arrangements during business trips when required.
• Maintain proper records of travel bookings, confirmations, and related documents.
• Assist with business travel claims and supporting documentation where applicable.
• Coordinate instructions and assignments between Management and relevant departments.
• Monitor deadlines and progress of tasks assigned by Management.
• Prepare status updates and outstanding action reports when required.
• Follow up professionally but firmly with responsible employees or departments.

Skills

Integrity

Discretion

Confidentiality

Attention to detail

Independent work

Multitasking

Education

Diploma or Bachelor's Degree in Secretarial Studies or related

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

• Manage daily schedules, appointments, meetings, and business commitments.
• Maintain an organised calendar and provide timely reminders of important appointments, meetings, deadlines, and follow-up matters.
• Ensure confidential documents are securely stored and accessible only to authorised personnel.

2. Meeting Coordination & Minutes

• Schedule and coordinate Management, departmental, vendor, and external meetings.
• Prepare meeting agendas and supporting documents before meetings.
• Attend meetings when required and accurately record minutes of meetings.
• Clearly document decisions, action items, responsible persons, and completion deadlines.
• Distribute approved minutes of meetings to relevant parties.
• Maintain an Action Item Tracker and follow up with responsible departments on outstanding matters.
• Escalate overdue or critical action items to Management promptly.

3. Calendar & Appointment Management

• Manage Management’s calendar efficiently and prevent scheduling conflicts.
• Prioritise appointments according to urgency and business requirements.
• Coordinate internal and external appointments with relevant parties.
• Confirm meeting attendance and arrangements in advance.
• Notify Management immediately of any cancellation, postponement, or changes.

5. Travel & Business Arrangements

• Coordinate business travel arrangements including flight bookings, accommodation, transportation, and travel itineraries.
• Prepare complete travel schedules and supporting documents.
• Coordinate meeting arrangements during business trips when required.
• Maintain proper records of travel bookings, confirmations, and related documents.
• Assist with business travel claims and supporting documentation where applicable.

7. Coordination & Follow-Up

• Coordinate instructions and assignments between Management and relevant departments.
• Monitor deadlines and progress of tasks assigned by Management.
• Prepare status updates and outstanding action reports when required.
• Follow up professionally but firmly with responsible employees or departments.

QUALIFICATIONS & REQUIREMENTS

• Diploma or Bachelor’s Degree in Secretarial Studies, Business Administration, Office Management, Corporate Administration, or equivalent.
• Minimum 2–3 years of relevant experience as a Secretary,
• Able to prepare professional correspondence and accurate meeting minutes.
• High level of integrity, discretion, and confidentiality.
• Able to work independently with minimum supervision.
• Strong attention to detail and ability to manage multiple priorities.