Requirements:

• Candidate must possess at least a Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or equivalent.
• At least 5 years of relevant experience, preferably with experience supporting senior management and/or managing corporate compliance, company secretarial, legal administration, licensing or ISO management systems.
• Experience working in a legal firm, corporate secretarial firm, or legal/corporate compliance environment will be an added advantage.
• 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.

Responsibilities:

A. Secretarial Duties

• To manage the CEO’s daily schedule and calendar, which include: appointment scheduling and coordination; meeting arrangements andreminders; 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. Screen and prioritise correspondence directed to the CEO and escalate urgent matters accordingly.
• 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 CEO 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 manage all personal matters of the CEO, including but not limited to monthly payments, credit card payments, loan instalments, road tax, vehicle insurance, medical insurance, and medical check-ups.
• To maintain strict confidentiality in handling sensitive company and personal matters.
• Maintain and update statutory registers, corporate records, and company secretarial files.
• Liaise with regulatory bodies such as the Companies Commission (SSM) or equivalent on corporate filings and submissions.
• Ensure proper version control and archiving of all corporate documents and agreements
• Coordinate the execution and safe-keeping of contracts, deeds, and legal documents.
• Maintain proper filing systems (physical and digital) to ensure accurate documentation and record keeping.
• To undertake other administrative tasks assigned by the CEO or Company Management as required.

B. Compliance Duties

• Independently carry out the development, implementation, and maintenance of the organisation's compliance framework, policies, and procedures.
• Monitor and report changes in relevant laws, regulations, and industry guidelines to management.
• Conduct compliance risk assessments and gap analyses periodically.
• Prepare and submit regulatory reports and returns to the relevant authorities within stipulated deadlines.
• Assist in coordinating and conducting internal compliance audits and reviews.
• Report and escalate compliance breaches or irregularities to management and assist in recommending corrective actions.
• Develop and deliver compliance training and awareness programmes for staff.
• Liaise with external regulators, auditors, and legal counsel on compliance matters under the direction of management.
• Maintain a compliance calendar to track all regulatory deadlines and obligations.
• Monitor and ensure that the company applies for CIDB, CIDB scores, MOF, etc. on time.
• To manage lead times for authority approvals to avoid gaps in operational licensing.
• Leading cross-functional teams through full ISOs certification cycles (ISO 9001, 14001, 45001, 37001), ensuring compliance continuity, seamless surveillance audits, and zero suspension of credentials.
• Plan, schedule, and execute internal audits across departments to ensure adherence to ISOs requirements and internal policies.
• Maintain and update quality manuals, standard operating procedures (SOPs), work instructions, and documentation control systems.
• Monitor regulatory changes and industry updates that impact ISOs standards and compliance obligations.
• Prepare data, reports, and performance metrics for annual Management Review meetings.
• Direct negotiating contracts, managing audit scopes, and liaising with accredited Certification Bodies.
• Act as the primary point of contact for the designated PICs of client companies during surveillance and recertification audits.
• Maintain statutory registers, corporate records, and company secretarial documentation, and coordinate relevant statutory, licensing, and regulatory submissions with the appointed Company Secretary and relevant authorities.