Secretary / Special Officer to CEO

DRB-HICOM University of Automotive Malaysia; Shah Alam; On-site; MYR 56,000 - 89,000; Full time

Job summary

DRB-HICOM University of Automotive Malaysia is seeking an experienced Executive Secretary to support the CEO. You will manage the CEO’s calendar, coordinate appointments, travel, and meetings to ensure priorities are aligned.

You will draft, proofread and manage correspondence, memos, reports and presentations, prepare meeting materials, and take minutes. You will handle confidential information with discretion and maintain a clean filing system, while coordinating events and official visits for

Qualifications

• Minimum Diploma in Office Management, Business Administration or related field.
• Minimum 3 years of experience as secretary or PA to senior management.
• Excellent written and spoken English and Bahasa Melayu, with strong drafting, proofreading and minute-taking skills.
• Proficient in Microsoft 365 (Word, Excel, PowerPoint, Outlook and Teams).
• High level of integrity and discretion with confidential matters.

Responsibilities

• Manage CEO’s calendar, appointments, travel arrangements and meeting schedules, ensuring priorities are well coordinated.
• Prepare, draft, proofread and manage correspondence, memos, reports and presentation materials on behalf of the CEO.
• Coordinate management meetings, including agendas, minutes and action items.
• Handle confidential information with discretion and maintain an organised filing system.
• Coordinate official events, visits, protocol and logistical arrangements for the CEO’s office.
• Process claims, purchase requests and other administrative matters for the CEO’s office and follow up with relevant departments.

Skills

English proficiency

Bahasa Melayu

Drafting and proofreading

Minute taking

Communication

Education

Diploma in Office Management or related field

Tools

Microsoft 365

Outlook

Teams

Job description

Manage the CEO’s calendar, appointments, travel arrangements and meeting schedules, ensuring priorities are well coordinated.

Prepare, draft, proofread and manage correspondence, memos, reports and presentation materials on behalf of the CEO.

Coordinate management meetings, including preparing agendas, taking minutes and tracking action items to completion.

Handle confidential information with discretion and maintain an organised physical and digital filing system.

Coordinate official events, visits, protocol and logistical arrangements for the CEO’s office.

Process claims, purchase requests and other administrative matters for the CEO’s office and follow up with the relevant departments.

Job Requirement

• Minimum Diploma in Office Management, Business Administration or any related field.
• Minimum 3 years of experience as secretary or personal assistant to senior management.
• Excellent written and spoken English and Bahasa Melayu, with strong drafting, proofreading and minute-taking skills.
• Proficient in Microsoft 365 (Word, Excel, PowerPoint, Outlook and Teams) and digital document management tools.
• High level of integrity and discretion, with the ability to handle confidential and sensitive matters.

Desirable Skills (Good to Have)

• Experience supporting senior management in higher education, GLC or automotive industry.
• Knowledge of corporate governance, protocol and official correspondence standards.
• Organisation, time management and attention to detail
• ommunication and stakeholder management
• Confidentiality, professionalism and integrity