Strategic Executive Assistant to Deputy Directors

OPTIMUM INFOSOLUTIONS (M) SDN BHD; Kuala Lumpur; On-site; MYR 39,000 - 73,000; Full time

Job summary

Optimum Infosolutions (M) SDN BHD is seeking an experienced executive secretary to manage calendars, coordinate meetings, and handle travel arrangements for the Deputy Directors. You will handle correspondence, records, and visitor arrangements with a focus on confidentiality.

The role requires strong English communication, 2–5 years of related experience, and proficiency in Microsoft 365 tools. You will provide support across departments and may assist other executive staff as needed.

Qualifications

• Diploma in Office Management & Technology or equivalent recognised by MQA.
• Strong written and verbal communication in English.
• Preferably 2–5 years in secretarial/support roles.
• Experience supporting senior management.
• Good organisation and time management abilities.
• Proficient with Microsoft 365 apps and internal systems.
• Ability to handle structured problem-solving and multiple priorities.

Responsibilities

• Maintain Deputy Directors' calendar and schedule meetings, deadlines and commitments.
• Coordinate meetings, attendees, materials, venues and tech support.
• Arrange logistics for official visits including travel, accommodation and registrations.
• Manage correspondence and ensure timely routing and follow-up.
• Track progress of tasks and coordinate department actions and follow-ups.
• Provide administrative assistance and maintain confidential records and visitor arrangements.
• Relief support for other Deputy Directors, Directors' secretary or PA roles as needed.
• Support departmental budget administration and related expenditure tracking.

Skills

English communication

Organisational skills

Time management

Problem solving

Stakeholder engagement

Discretion

Education

Diploma in Office Management & Technology

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Optimum Infosolutions (M) SDN BHD is seeking an experienced executive secretary to manage calendars, coordinate meetings, and handle travel arrangements for the Deputy Directors. You will handle correspondence, records, and visitor arrangements with a focus on confidentiality.

The role requires strong English communication, 2–5 years of related experience, and proficiency in Microsoft 365 tools. You will provide support across departments and may assist other executive staff as needed.