Secretary (Executive Assistant)

DRB-HICOM; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading automotive company in Malaysia seeks an experienced Executive Assistant to support the Head of Department (HOD). Responsibilities include managing the HOD’s calendar, scheduling appointments, and coordinating Board meetings. The ideal candidate will have a Diploma or Bachelor's Degree in a relevant field, excellent command of English, and strong organizational skills. This role requires discretion in handling confidential information and professionalism in stakeholder engagement.

Qualifications

• Proven experience in an executive assistant or senior administrative role.
• Ability to engage confidently with senior stakeholders.
• Manage confidential information with discretion.

Responsibilities

• Organise the HOD's calendar and schedule appointments.
• Provide administrative support and manage correspondence.
• Coordinate meetings for the Board of Directors.
• Track and manage deadlines related to contracts.
• Welcome Directors and visitors professionally.

Skills

Excellent command of English

Strong interpersonal and communication skills

Highly organized

Strong attention to detail

Proficient in Microsoft Office Suite

Education

Diploma or Bachelor's Degree in Business Administration or Secretarial Studies

Job description

Responsibilities

Organise and manage the HOD's calendar, schedule appointments, prioritise matters, and coordinate internal/external meetings and events.

Provide comprehensive administrative support including email screening, drafting and editing correspondence, memos, and documents on behalf of the HOD.

Coordinate Board of Directors and Group Management Committee meetings, including scheduling, logistics, venue setup, catering, and materials preparation.

Serve as a key liaison between the HOD and internal/external stakeholders, including Board members and senior management.

Act as a gatekeeper to the HOD, managing access, prioritising matters requiring attention, and ensuring timely follow-up on deadlines.

Organise and track training programmes for the HOD and Board of Directors; maintain accurate training records.

Manage the onboarding and familiarisation sessions for newly appointed Board members, including coordination of in-house training.

Review standard letters and memos for the HOD’s signature to ensure accuracy and professionalism.

Compile and prepare monthly departmental reports for submission to the GMD’s office.

Manage departmental expense reports, monitor petty cash, and handle timely submission of claims and reimbursement summaries.

Track and manage deadlines related to contract renewals and certifications for the HOD and Board members.

Attend to matters in the absence of the HOD by referring issues to the appropriate personnel for action.

Oversee and verify claims and leave submissions for the department’s despatch and driver staff, ensuring proper documentation before HOD approval.

Welcome Directors and visitors with professionalism and warmth, ensuring protocols are followed even during high-traffic situations.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Secretarial Studies or related field.
• Proven experience in an executive assistant or senior administrative role, preferably in a corporate or board-level environment.
• Excellent command of English, both written and verbal; proficiency in Bahasa Malaysia is an advantage.
• Strong interpersonal and communication skills with the ability to engage confidently with senior stakeholders.
• Highly organised with exceptional time management and multitasking skills.
• Strong attention to detail, particularly in written communication and document preparation.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently, handle confidential information with discretion, and always maintain professionalism.