Secretary to CEO

Overview:

We are seeking a responsible, organized, and detail-oriented Secretary to provide administrative and clerical support to the CEO. The ideal candidate will ensure the smooth coordination of daily schedules, documentation, correspondence, and office administration matters.

This role requires strong organizational skills, professionalism, and discretion in handling confidential information. The Secretary will support the CEO in managing day-to-day operational and administrative functions efficiently and accurately.

Responsibilities:

To support the CEO’s daily operational and administrative matters effectively and efficiently by performing the following:

• To manage the CEO’s daily schedule and calendar, which include:
  • appointment scheduling and coordination;
  • meeting arrangements and reminders;
  • travel bookings, accommodation, and logistics planning;
  • monitoring and prioritizing incoming appointments and requests;
• To handle incoming calls, emails, letters, and correspondence, including drafting routine replies and ensuring timely follow-ups.
• To prepare, type, format, and compile letters, reports, memos, presentations, and other documents as required.
• To coordinate meetings, including venue arrangements, preparation of materials, attendance recording, and minutes taking.
• To track and follow up on action items assigned by the CEO to internal departments and ensure timely updates.
• To maintain proper filing systems (physical and digital) to ensure accurate documentation and record keeping.
• To assist in processing claims, invoices, reimbursements, and other administrative paperwork related to the Executive Office.
• To coordinate with internal departments on administrative and operational matters as instructed by the CEO.
• To support arrangements for corporate events, management meetings, and company functions involving the CEO.
• To maintain strict confidentiality in handling sensitive company and personal matters.
• To undertake other administrative tasks assigned by the CEO or Company Management as required.

Requirements:

• Candidate must possess at least a Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or equivalent.
• At least 3–5 years of working experience as a Secretary, Administrative Executive, or in a similar role supporting senior management.
• Strong organizational skills with attention to detail and accuracy.
• Good time management skills and ability to handle multiple tasks simultaneously.
• Able to work independently with minimal supervision.
• High level of integrity and discretion in handling confidential matters.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Required language(s): English, Bahasa Malaysia and Mandarin.
• Good interpersonal and communication skills.
• Willing to travel when required.
• A candidate with fewer qualifications/experience may be considered for a junior position.

What We Offer:

• Competitive Pay: We offer an attractive compensation package with benefits such as paid time off and medical insurance. The package will be tailored according to the candidate’s experience and expertise.
• Project-Based Experience: Work with an experienced team on impactful national infrastructure projects, from our landmark RM980 million Pantai 2 Design & Build STP to future large-scale projects.
• Career Advancement: Learn from 30 years of expertise while advancing through training and leadership workshops.
• Meaningful Impact: Be part of a trusted leader in water, wastewater, river engineering and infrastructure solutions, contributing to projects that shape communities and improve the quality of life.