Secretary to Executive Director

NCT PMC SDN BHD; Selangor; On-site; MYR 250,000 - 300,000; Full time

Job summary

A company in Malaysia is seeking a Secretary to the Executive Director to provide comprehensive administrative and secretarial support. Key responsibilities include managing the Director's calendar, handling communications, preparing documents, and making travel arrangements. The ideal candidate has excellent communication skills in English and Mandarin, a problem-solving attitude, and enjoys working in a fast-paced environment. This role is essential for ensuring the smooth operation of the executive office.

Qualifications

• Enjoy working in a fast-paced environment.
• Good problem-solver with a likeable personality.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Manage the Director's calendar and organize appointments.
• Coordinate communications, including emails and phone calls.
• Prepare reports and documents for the Director's review.
• Organize travel arrangements for the Director.
• Coordinate meetings, prepare agendas, and take minutes.
• Draft and prepare correspondence, ensuring timely responses.
• Maintain accurate records, files, and databases.
• Act as a liaison between the Director and staff/client.
• Perform miscellaneous tasks as assigned by the Director.

Skills

Good oral and written communication skills in English and Mandarin

Problem-solving ability

Punctuality

Teamwork

Self-discipline

Initiative

Pleasant personality

Independence

Resourcefulness

Job description

The role of a Secretary to Executive Director involves providing administrative and secretarial support to a company's director or executive.

Job Responsibilities

• Manage the Director's Calendar: Scheduling and organizing appointments, meetings, and events for the Director.
• Communication Management: Coordinating and screening all communications, including emails, phone calls, and letters, and handling them as appropriate.
• Document Management: Preparing reports, letters, presentations, and other documents for the Director's review and approval.
• Travel Arrangements: Planning and organizing travel arrangements, including flights, accommodation, and transportation.
• Meeting Coordination: Organizing and preparing agendas, taking minutes and following up on action points from meetings.
• Correspondence Management: Drafting and preparing correspondence, responding to inquiries, and ensuring timely responses to requests.
• Filing and Record-Keeping: Maintaining and updating records, files, and databases, and ensuring that they are accurate and up-to-date.
• Confidentiality Management: Maintaining confidentiality and discretion at all times, especially when handling sensitive or confidential information.
• Liaison: Acting as the liaison between the Director and other staff members, external stakeholders, and clients.
• Miscellaneous Tasks: Undertaking any other duties as assigned by the Director, which may include personal errands or special projects.

Job Requirements

• Enjoy working in a fast‑paced environment.
• Responsibility, punctuality, teamwork, self‑discipline, good working attitude, initiative.
• A good and effective problem‑solver with a likeable personality.
• Pleasant personality, independent and resourceful person.
• Good oral and written communication skills in English and Mandarin (as the role requires dealing with Mandarin‑speaking clients).

Application Questions

• How would you rate your Mandarin language skills?
• How many years' experience do you have as a Secretary to the Executive Director?
• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an executive director?
• Do you have secretarial experience?