Our client is a European based company, provider of fully integrated electronic and mechatronic design and manufacturing solutions in Penang. They are looking for Executive Secretary to support high-level executives and handle confidential and strategic tasks.
Job Responsibilities
Provide comprehensive secretarial support to the Executive Chairman, Chief Executive Officer, corporate management team in Penang, as well as to visiting guests and dignitaries.
Maintain and regularly update the Executive Chairman’s personal contact database to ensure accurate information is available for the Corporate Marketing & Communication Manager
Coordinate all logistics for Board of Directors meetings, including venue arrangements, flight bookings, transportation, meals, and accommodation.
Organize Corporate Management meetings and seminars, including preparing agendas, sending invitations, taking minutes, and managing infrastructure needs such as conference calls and file sharing.
Ensure the group’s travel procedures are consistently updated and properly maintained.
Handle all travel bookings for company personnel, customers, and executives, including flights and accommodations.
Maintain an up-to-date visitor schedule for the group at all times.
Compile, distribute, and update the official annual corporate calendar.
Professionally manage and screen incoming calls for the Penang corporate management team.
Efficiently manage the calendars of the Executive Chairman and Chief Executive Officer.
Oversee and regulate the usage of designated meeting rooms.
Provide proofreading and administrative support to the Corporate Legal Advisor on corporate and contract-related projects.
Ensure all corporate documents are filed systematically and kept up to date.
Job Requirement
Emphasize on discretion and confidentiality in handling sensitive information.
High attention to detail and accuracy in documentation.
Possess with professional demeanor and interpersonal skills in liaising with internal and external stakeholders
At least 5 years of working experience in secretarial managing C-suites
High English proficiency in reading, writing and speaking