Strategic Executive Assistant & Office Ops Lead

PRASARANA MALAYSIA BERHAD; Petaling Jaya; On-site; MYR 67,000 - 100,000; Full time

Job summary

PRASARANA Malaysia Berhad is seeking an experienced Executive Secretary to provide high-level administrative and organisational support to the senior management team. The role includes calendar management, correspondence handling, document preparation, and event coordination to ensure smooth day-to-day operations.

The ideal candidate will have a diploma in secretarial/office administration, 3+ years in a similar role, and strong communication skills.

Qualifications

• Minimum diploma in Secretarial Science, Office Management, Business Administration or equivalent.
• At least 3 years of experience as Executive Secretary/Executive Assistant or similar high-level admin support role.
• Strong verbal and written communication with senior leaders, staff, and external partners.
• High attention to detail in preparing documents, scheduling meetings, and managing correspondence.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and familiar with office management software.

Responsibilities

• Manage executive calendar, schedule appointments, meetings, and travel.
• Handle incoming/outgoing communications with confidentiality.
• Draft, edit, and proofread reports, agendas, and documents to company standards.
• Organize meetings, prepare materials, take minutes, and follow up on actions.
• Oversee general office operations and coordinate with departments as directed by management.
• Process invoices, track expenses, and assist with budget monitoring.
• Maintain confidentiality of sensitive information and decisions.
• Plan and coordinate internal/external events and conferences.
• Act as liaison between executive and stakeholders; manage relationships.
• Perform ad hoc tasks as directed by management.

Skills

Executive support

Communication

Documentation

Calendar management

MS Office

Meeting coordination

Education

Diploma in Secretarial Science / Office Management / Business Administration

Tools

Microsoft Office Suite

Document management systems

Video conferencing platforms

Job description

PRASARANA Malaysia Berhad is seeking an experienced Executive Secretary to provide high-level administrative and organisational support to the senior management team. The role includes calendar management, correspondence handling, document preparation, and event coordination to ensure smooth day-to-day operations.

The ideal candidate will have a diploma in secretarial/office administration, 3+ years in a similar role, and strong communication skills.