Full Time Executive Assistant – Corporate Secretarial Jobs, salary up to MYR 4,000 in State GLC Kota Kinabalu - Ricebowl

We are seeking a reliable, organised and proactive Executive Assistant – Corporate Secretarial & Accounts to provide administrative and secretarial support to senior management.

The successful candidate should have practical knowledge of Malaysian corporate secretarial requirements, Companies Commission of Malaysia procedures and basic accounting. The role requires a high level of confidentiality, attention to detail and the ability to manage multiple assignments and deadlines.

This position is suitable for candidates with experience in a company secretarial firm, corporate office, accounting firm, government-linked company or similar professional environment.

Key Responsibilities Executive and Administrative Support

• Manage the executive’s calendar, meetings, appointments and reminders.
• Prepare letters, memoranda, reports, presentations and other business correspondence.
• Organise and maintain physical and electronic documents, files and records.
• Coordinate meetings, prepare agendas and follow up on action items.
• Handle confidential corporate, financial and personnel information professionally.
• Liaise with directors, management, government agencies, professional advisers, clients and other stakeholders.
• Monitor deadlines, pending documents, approvals and management instructions.
• Assist with travel arrangements, claims, meetings and official functions when required.

Corporate Secretarial Support

• Assist in preparing notices, agendas, board papers, minutes and written resolutions.
• Maintain proper records of directors’ and shareholders’ resolutions, statutory documents and corporate records.
• Assist with Companies Commission of Malaysia filings and statutory submissions.
• Support the preparation and submission of documents through SSM platforms, including MyCoID and MBRS, where applicable.
• Monitor statutory filing deadlines and corporate compliance requirements.
• Assist with changes involving directors, shareholders, registered office, share capital and other corporate particulars.
• Liaise with licensed company secretaries, auditors, tax agents, lawyers, banks and government authorities.
• Assist in maintaining statutory registers, minute books and corporate document registers.
• Have a working understanding of the Companies Act 2016 and basic Malaysian corporate governance requirements.

Accounts and Finance Support

• Assist with basic bookkeeping, invoicing, payment documentation and filing of financial records.
• Prepare payment vouchers, purchase orders, claims and supporting documents.
• Assist in monitoring receivables, payables and outstanding documents.
• Perform basic bank reconciliation and maintain simple accounting schedules.
• Assist with payroll documentation and statutory contribution records, where required.
• Coordinate with the finance team, external accountants, auditors and tax agents.
• Assist in preparing management reports, budgets, cash flow schedules and supporting documents using Microsoft Excel.
• Ensure that all financial documents are properly organised, supported and approved.

Requirements

• Diploma or Degree in Business Administration, Corporate Administration, Accounting, Finance, Management, Secretarial Studies or a related field.
• At least two years of relevant working experience in executive assistance, corporate secretarial work, administration or accounts.
• Familiarity with SSM requirements, MyCoID, MBRS and Malaysian corporate documentation is strongly preferred.
• Basic knowledge of the Companies Act 2016.
• Basic accounting knowledge and experience handling invoices, payment documents or bookkeeping.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook and electronic document management.
• Good written and spoken English and Bahasa Malaysia.
• Able to prepare professional letters, minutes, reports and corporate documents.
• Strong organisational, communication and time-management skills.
• High level of integrity, discretion and confidentiality.
• Able to work independently, follow up proactively and complete assignments within deadlines.
• Willing to undertake administrative and operational assignments outside the office when necessary.

Preferred Qualifications

Preference may be given to candidates who have:

• Experience working in a licensed company secretarial firm.
• Experience supporting a Company Secretary, CFO, CEO, director or senior executive.
• Knowledge of board and shareholders’ meeting procedures.
• Experience using accounting software such as SQL Accounting, AutoCount, UBS or similar systems.
• Experience dealing with SSM, LHDN, EPF, PERKESO, banks or other government agencies.
• Experience in a government-linked company or corporate governance environment.

Possession of a company secretarial licence is not mandatory. However, candidates pursuing MAICSA, MACS or other relevant professional qualifications are encouraged to apply.

Personal Attributes

The ideal candidate should be:

• Meticulous and highly organised.
• Responsible and dependable.
• Proactive in following up on instructions and deadlines.
• Comfortable working with senior management and directors.
• Able to handle urgent and confidential matters professionally.
• Willing to learn and take on responsibilities beyond routine administrative work.

Remuneration and Benefits

• Monthly salary of RM3,000 to RM4,000, depending on experience and qualifications.
• Statutory EPF, SOCSO and EIS contributions.
• Annual leave, medical benefits and other benefits in accordance with company policy.
• Opportunities to gain exposure to corporate governance, board administration, finance and business operations.

Application Instructions

Interested candidates are invited to submit the following:

• Updated résumé;
• Current and expected salary;
• Availability or notice period; and
• A brief explanation of relevant experience in corporate secretarial, SSM, administrative or accounting work.

Only shortlisted candidates will be contacted for an interview.

Pay: RM2,500.00 - RM4,000.00 per month

Work Location: In person