Special Officer to CEO

Poladrone Solutions; Cyberjaya; On-site; MYR 89,000 - 145,000; Full time

Job summary

Poladrone Solutions seeks an experienced executive assistant to support the CEO, coordinating tasks, meetings, and key documents. You will attend meetings, take confidential notes, and briefly report back to the CEO while maintaining discretion and confidentiality.

The role requires 2–5 years of relevant experience, a secretarial degree or equivalent, and the ability to multitask across diverse tasks with accuracy and initiative. It offers a dynamic, leadership-driven environment.

Qualifications

• 2–5 years of relevant executive or secretarial experience.
• Bachelor Diploma in Secretarial field or equivalent is an advantage.
• Prefers executive secretarial or personal assistant background.
• Ability to multi-task and adapt quickly across diverse tasks.
• Discretion, confidentiality and language accuracy are essential.
• Independent worker with team orientation and flexibility.

Responsibilities

• Coordinate tasks and projects with CEO and stakeholders, including KPI reporting and document preparation.
• Meet with parties on behalf of the CEO and summarize messages for reporting.
• Attend meetings with the CEO and take confidential notes or minutes.
• Provide leadership to build relationships and manage special projects for the CEO.
• Prioritize conflicting needs and drive projects to completion under deadlines.
• Take notes and distribute meeting minutes, agendas and materials.

Skills

Multitasking

Discretion

Attention to detail

Confidentiality

Independence

Team orientation

Resourcefulness

Education

Bachelor/Diploma in Secretarial Field

Job description

• Coordinate tasks and projects with internal and external stakeholders the CEO deals, including management and reporting of KPI's, action plans, presentations, correspondence and other documents which may require research and gathering of information.
• Meet with suitable parties on behalf of the CEO and accurately summarize the message for reporting back to the CEO.
• Attend internal and external meetings with the CEO and take confidential notes or minutes, noting matters that require actions.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Takes notes and distributes meeting minutes, agendas and meeting material

Job Requirements

• Minimum 2-5 years of relevant experience.
• Bachelor Degree or Diploma in Secretarial Field or equivalent is an advantage.
• Preferably Executive specialized in Secretarial/Executive & Personal Assistant or equivalent.
• Able to multi-task effectively and adapt quickly to the wide-ranging and diverse tasks that will be assigned.
• Resourceful, able to use own initiative to get the job done.
• Meticulous attention to detail when preparing and reviewing documents, especially when it comes to language and grammar.
• Able to work on cross-partisan basis and maintain confidentiality.
• Ability to work independently, have discretion, team-oriented and flexible