Secretary to CEO

Loyal Group of Companies; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

Loyal Group of Companies in Kuala Lumpur seeks a responsible, detail-oriented professional to provide comprehensive secretarial and administrative support to the CEO, while coordinating company secretarial, licensing, regulatory compliance, and ISO management system matters.

The role requires strong organizational skills, discretion with confidential information, and the ability to manage daily administrative tasks and regulatory requirements.

Qualifications

• Diploma or Bachelor's in Business Administration, Management, Secretarial Studies, or equivalent.
• At least 5 years of relevant experience, preferably supporting senior management and/or compliance.
• Experience in a legal/corporate compliance environment is a plus.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage the CEO’s daily schedule, calendar, meetings, travel, and reminders.
• Handle correspondence, draft replies, and ensure timely follow-ups.
• Prepare, format, and compile reports, letters, and presentations.
• Coordinate meetings, venues, materials, and minutes.
• Maintain filing systems and confidential records; oversee invoices and reimbursements.
• Coordinate with departments on administrative and operational matters and ISO compliance.

Skills

Secretarial

Administrative support

Calendar management

Interpersonal skills

Discretion and integrity

Education

Diploma or Bachelor's in Business Administration/Management/Secretarial Studies

Tools

Microsoft Office

Job description

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Loyal Group of Companies – Kuala Lumpur, Kuala Lumpur

We are seeking a responsible, organized, and detail-oriented professional to provide comprehensive secretarial and administrative support to the CEO, while coordinating company secretarial, licensing, regulatory compliance, and ISO management system matters.

The ideal candidate will have strong organizational skills, attention to detail, professionalism, and discretion in handling confidential information. The role will support the CEO in managing daily administrative and operational matters, while ensuring timely corporate, licensing, regulatory, and ISO compliance requirements are properly coordinated and maintained.

We are seeking a responsible, organized, and detail-oriented professional to provide comprehensive secretarial and administrative support to the CEO, while coordinating company secretarial, licensing, regulatory compliance, and ISO management system matters.

The ideal candidate will have strong organizational skills, attention to detail, professionalism, and discretion in handling confidential information. The role will support the CEO in managing daily administrative and operational matters, while ensuring timely corporate, licensing, regulatory, and ISO compliance requirements are properly coordinated and maintained.

Requirements

• Candidate must possess at least a Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or equivalent.

• At least 5 years of relevant experience, preferably with experience supporting senior management and/or managing corporate compliance, company secretarial, legal administration, licensing or ISO management systems.

• Experience working in a legal firm, corporate secretarial firm, or legal/corporate compliance environment will be an added advantage.

• Strong organizational skills with attention to detail and accuracy.

• Good time management skills and ability to handle multiple tasks simultaneously.

• Able to work independently with minimal supervision.

• High level of integrity and discretion in handling confidential matters.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

• Required language(s): English, Bahasa Malaysia and Mandarin.

• Good interpersonal and communication skills.

• Willing to travel when required.

• A candidate with fewer qualifications/experience may be considered for a junior position.

Responsibilities

A. Secretarial Duties

1. To manage the CEO’s daily schedule and calendar, which include:

appointment scheduling and coordination;

meeting arrangements and reminders;

travel bookings, accommodation, and logistics planning;

monitoring and prioritizing incoming appointments and requests;

2. To handle incoming calls, emails, letters, and correspondence, including drafting routine replies and ensuring timely follow-ups. Screen and prioritise correspondence directed to the CEO and escalates urgent matters accordingly.

3. To prepare, type, format, and compile letters, reports, memos, presentations, and other documents as required.

4. To coordinate meetings, including venue arrangements, preparation of materials, attendance recording, and minutes taking.

5. To track and follow up on action items assigned by the CEO to internal departments and ensure timely updates.

6. To maintain proper filing systems (physical and digital) to ensure accurate documentation and record keeping.

7. To assist in processing claims, invoices, reimbursements, and other administrative paperwork related to the CEO Office.

8. To coordinate with internal departments on administrative and operational matters as instructed by the CEO.

9. To support arrangements for corporate events, management meetings, and company functions involving the CEO.

10. To manage all personal matters of the CEO, including but not limited to monthly payments, credit card payments, loan instalments, road tax, vehicle insurance, medical insurance, and medical check-ups.

11. To maintain strict confidentiality in handling sensitive company and personal matters.

12. Maintain and update statutory registers, corporate records, and company secretarial files.

13. Liaise with regulatory bodies such as the Companies Commission (SSM) or equivalent on company filings and submissions.

14. Ensure proper version control and archiving of all corporate documents and agreements

15. Coordinate the execution and safe-keeping of contracts, deeds, and legal documents.

16. Maintain proper filing systems (physical and digital) to ensure accurate documentation and record keeping.

17. To undertake other administrative tasks assigned by the CEO or Company Management as required.

B. Compliance Duties

1. Independently carry out the development, implementation, and maintenance of the organisation's compliance framework, policies, and procedures.

2. Monitor and report changes in relevant laws, regulations, and industry guidelines to management.

3. Conduct compliance risk assessments and gap analyses periodically.

4. Prepare and submit regulatory reports and returns to the relevant authorities within stipulated deadlines.

5. Assist in coordinating and conducting internal compliance audits and reviews.

6. Report and elevate compliance breaches or irregularities to management and assist in recommending corrective actions.

7. Develop and deliver compliance training and awareness programmes for staff.

8. Liaise with external regulators, auditors, and legal counsel on compliance matters under the direction of management.

9. Maintain a compliance calendar to track all regulatory deadlines and obligations.

10. Monitor and ensure that the company applies for CIDB, CIDB scores, MOF, etc. on time.

11. To manage lead times for authority approvals to avoid gaps in operational licensing.

12. Leading cross-functional teams through full ISOs certification cycles (ISO 9001, 14001, 45001, 37001), ensuring compliance continuity, seamless surveillance audits, and zero suspension of credentials.

13. Plan, schedule, and execute internal audits across departments to ensure adherence to ISOs requirements and internal policies.

14. Maintain and update quality manuals, standard operating procedures (SOPs), work instructions, and documentation control systems.

15. Monitor regulatory changes and industry updates that impact ISOs standards and compliance obligations.

16. Prepare data, reports, and performance metrics for annual Management Review meetings.

17. Direct negotiating contracts, managing audit scopes, and liaising with accredited Certification Bodies.

18. Act as the primary point of contact for the designated PICs of client companies during surveillance and recertification audits.

19. Maintain statutory registers, corporate records, and company secretarial documentation, and coordinate relevant statutory, licensing, and regulatory submissions with the appointed Company Secretary and relevant authorities.