Chocofac Malaysia Hiring! Full Time Executive Secretary - Administration Executive in Selangor, Earn up to MYR 2,800 - Ricebowl

We are looking for a highly organised, proactive, and trustworthy Executive Secretary & Administration Executive to support the CEO, Management, and overall company operations. This role requires excellent organisational skills, strong follow-up abilities, and a high level of discretion when handling confidential information. You will coordinate meetings, monitor action items across departments, maintain corporate records, and ensure important company matters are followed through to completion.

Key ResponsibilitiesExecutive & Management Support

• Manage the CEO's and Management team's calendars, appointments, meetings, and travel arrangements.
• Attend management meetings and prepare accurate meeting minutes.
• Follow up with department heads and employees to ensure action items and deadlines are completed.
• Track ongoing projects and provide progress updates to Management.
• Prepare presentations, reports, correspondence, and business documents.
• Coordinate management meetings, board meetings, and company events.

Company Administration

• Coordinate communication between departments to ensure smooth daily operations.
• Monitor company-wide tasks, projects, and administrative deadlines.
• Prepare and maintain company policies, SOPs, forms, and internal documentation.
• Maintain organised filing systems for company records and corporate documents.
• Assist in organising company functions, training sessions, audits, and inspections.
• Liaise with government authorities, external consultants, auditors, lawyers, suppliers, and business partners.

Corporate & Confidential Matters

• Handle confidential company, financial, legal, HR, and business information with strict confidentiality.
• Maintain records of contracts, agreements, licences, permits, insurance policies, and statutory documents.
• Assist in preparing documentation for board meetings, shareholders' meetings, audits, and regulatory submissions.
• Ensure confidential documents are securely maintained and accessible only to authorised personnel.

General Administration

• Handle official correspondence, emails, and incoming enquiries.
• Prepare reports, spreadsheets, and presentations using Microsoft Office.
• Coordinate travel arrangements, accommodation, and meeting logistics.
• Support cross-functional projects assigned by Management.
• Perform any other duties assigned by the CEO or Management.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Management, or a related field.
• Minimum 2 years of experience in administration, executive support, or corporate secretarial work.
• Excellent organisational and time management skills.
• Strong communication and interpersonal skills.
• High level of integrity and ability to handle confidential matters.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Able to multitask, prioritise work, and follow up effectively with multiple departments.
• Experience supporting senior management in a manufacturing or corporate environment is an advantage.

Pay: RM2,238.00 - RM2,800.00 per month

Work Location: In person