Secretary to Chairman and HR Executive

Tanjung Teras Sdn Bhd; Kuala Lumpur; On-site; MYR 150,000 - 200,000; Full time

Job summary

A corporate organization in Kuala Lumpur is seeking a skilled individual to provide comprehensive senior-level administrative and secretarial support to the Managing Director. The role includes managing complex schedules, organizing meetings, and handling travel logistics. Candidates should possess 2–5 years of relevant experience, excellent communication skills, and a solid command of MS Office. This position is pivotal for maintaining efficient operations and requires utmost discretion in handling sensitive information.

Qualifications

• 2–5 years of experience in secretarial or administrative roles, preferably supporting C-level executives.
• Exceptional time management and organizational skills.
• Excellent written and verbal communication skills.

Responsibilities

• Manage and maintain the MD's complex diary and appointments.
• Organize and service board, committee, and internal meetings.
• Arrange complex travel itineraries and manage expense reporting.
• Assist with HR administration including payroll and statutory contributions.

Skills

Time Management

Communication

Proactivity

Adaptability

Education

Diploma or Bachelor’s Degree in Business Administration or related field

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

HR Systems

Job description

To provide comprehensive, senior-level administrative and secretarial support to the Managing Director, ensuring efficient management of daily affairs, effective use of their time, and professional representation of the office.

Key Responsibilities

Calendar & Time Management

Manage and maintain the MD's complex diary, scheduling appointments, prioritizing commitments, and resolving conflicts.

Proactively manage the MD's time and workflow, anticipating needs and preparing for upcoming tasks.

Screen and handle incoming/outgoing calls, emails, and general correspondence, responding professionally on behalf of the MD.

Draft, format, and edit confidential documents, reports, presentations, and briefing papers.

Serve as a primary point of contact between the MD, staff, clients, and external stakeholders.

Meeting & Board Support

Organize and service board, committee, and internal meetings, including preparing agendas, compiling papers, and taking accurate minutes.

Liaise with board members, Chairman, and Company Secretary as required.

Travel & Logistics

Arrange complex domestic and international travel itineraries, including flights, accommodations, visas, and ground transport.

Manage expense reporting and reconciliation.

Information & Office Management

Maintain confidential files, records, and databases with high integrity.

Conduct research and gather data to support the MD's decision-making.

Ensure the MD's office is well-equipped and operational.

Other Duties - HR Executive Payroll

Assist with event planning, project support, and HR administration (contracts, onboarding) as needed.

Full Spectrum of handling day-to-day HR operations including payroll administration, statutory contributions (EPF, SOCSO, EIS, HRDF & PCB).

Discretion & Confidentiality

Absolute integrity when handling sensitive information.

Organizational Skills

Exceptional time management, planning, and prioritization.

Communication

Excellent written and verbal communication skills.

Proactivity

Ability to take initiative and anticipate needs.

Technical Proficiency

Strong command of MS Office (Outlook, Word, Excel, PowerPoint) & HR Systems.

Adaptability

Flexibility to handle ambiguity and a dynamic environment.

Education

A Diploma or Bachelor’s Degree in Business Administration, Secretarial Science, or a related field is preferred.

Experience

Generally 2–5 years of experience in secretarial or administrative roles, with a strong preference for experience supporting C-level executives.

Application Questions

• Which of the following statements best describes your right to work in Malaysia?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Secretary to the Chair?
• Do you have secretarial experience?
• Which of the following Microsoft Office products are you experienced with?
• Which of the following languages are you fluent in?
• How would you rate your Bahasa Malaysia language skills?
• How would you rate your English language skills?