Secretary to Chief Operating Officer

HONEST SAM DEVELOPMENT SDN. BHD.; Kuantan; On-site; MYR 300,000 - 400,000; Full time

Job summary

A growing company in Malaysia seeks a Corporate Secretary to manage meeting coordination, document management, and maintain records for company executives. Candidates should possess a degree in Business Administration or Corporate Secretarial, with over 3 years of experience in similar roles. Fluent language skills in English, Bahasa Malaysia, and Mandarin are required for effective communication and coordination.

Qualifications

• 3+ years’ experience, preferably with listed companies.
• Familiar with SSM & ACRA filings and statutory records.
• Fluent in English, Bahasa Malaysia & Chinese (Mandarin).

Responsibilities

• Coordinate meetings, travel, and schedules.
• Compile board meeting files and take minutes.
• Assist with document preparation for signature.

Skills

Coordination

Communication

Organization

Trustworthiness

Education

Degree in Business Admin or Corporate Secretarial

Job description

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Keep copies of all company Super forms, Annual Returns, and SSM records.

Maintain copies of HSD & SAM resolutions records.

Meeting Calendar

Maintain a calendar of all fixed meetings throughout the financial year.

Liaise with directors to confirm availability and send reminders.

Board Meeting File Compilation

Receive attachments from PICs and compile them for meetings.

Circulate notices and board papers to directors.

Travel & Meeting Coordination

Arrange travel accommodations and schedules, including for guests or clients.

Purchase flight tickets related to directors' travel.

Send meeting links once dates are confirmed.

Prepare all necessary documents in advance.

Meeting Minutes & Follow-Up

Take minutes and follow up on next steps.

Task Coordination

Coordinate timelines and update the COO on progress.

Signature Coordination

Obtain signatures for resolutions, papers, minutes, proxy forms, etc.

Directors' Personal Records

Keep copies of ID documents.

Document Filing

File agreements, correspondence, operational, technical, and legal documents by category.

Document Translation

Assist with translation as needed.

COO’s Personal File

Maintain records of car services, employment passes, and training.

Expenses Claims

Understand travel expenses for company allocation.

Coordination with MD Office

Assist with documents for MD’s signature.

Other ad-hoc assignments

Requirements:

Degree in Business Admin, Corporate Secretarial, or related.

3+ years’ experience, preferably with listed companies.

Familiar with SSM & ACRA filings, board papers, resolutions, statutory records.

Strong coordination skills for meetings, travel, schedules, and follow-ups.

Must be fluent in English, Bahasa Malaysia & Chinese (Mandarin).

Trustworthy, organized, and able to handle confidential records.

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Salary match, Number of applicants, Skills match

Your application will include questions about right to work in Malaysia, expected salary, qualifications, and experience.

Company: Honest Sam Development Sdn Bhd, involved in exploration, mining, processing, and sale of iron ore, headquartered in Kuantan, Malaysia.

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