Strategic Executive Secretary & Governance Liaison

I-XEON TECHNOLOGIES SDN. BHD.; Malacca City; On-site; MYR 60,000 - 90,000; Full time

Benefits offered by this job

Professional development opportunities

Job summary

I-Xeon Technologies seeks an Executive Secretary to provide high-level secretariat and administrative support to senior leadership in a governance-driven environment. You will coordinate strategies, liaise across departments and external stakeholders, and ensure timely execution of key initiatives.

Responsibilities include managing meetings (AGM, council/committee sessions), maintaining minutes and records, drafting official documents, and ensuring compliance with policies.

Qualifications

• Bachelor’s Degree in Business Administration, Management, Public Administration, Public Relations, or related field
• Minimum 3–5 years of experience in secretariat, executive support, or administrative roles
• Experience in corporate, non-profit organizations, associations, or governance-related environments is an advantage

Responsibilities

• Support senior leadership in coordinating organizational strategies, plans, and key initiatives
• Act as a central liaison between internal departments, committees, and external stakeholders
• Monitor progress of key projects and follow up on action items to ensure timely execution
• Oversee and ensure proper management of meetings, including AGM, council/committee meetings, and special sessions
• Ensure compliance with organizational constitution, policies, and governance practices
• Provide secretariat support to leadership in policy implementation and decision tracking
• Coordinate meeting schedules, prepare agendas, and ensure readiness of meeting materials
• Oversee preparation and accuracy of minutes, reports, and official documents
• Maintain proper documentation, records, and filing systems
• Provide direct administrative support to senior leadership (e.g., calendar management, travel arrangements, correspondence)
• Ensure smooth day-to-day administrative operations of the secretariat office
• Draft official letters, reports, and announcements in a timely and professional manner

Skills

Organizational skills

Coordination

Communication skills

Multilingual (Mandarin, English, Malay

Integrity and professionalism

Task management

Education

Bachelor's Degree in Business Administration, Management, Public Administration, Public Relations, or related field

Job description

I-Xeon Technologies seeks an Executive Secretary to provide high-level secretariat and administrative support to senior leadership in a governance-driven environment. You will coordinate strategies, liaise across departments and external stakeholders, and ensure timely execution of key initiatives.

Responsibilities include managing meetings (AGM, council/committee sessions), maintaining minutes and records, drafting official documents, and ensuring compliance with policies.