Executive Secretary

Employment type: Contract basis

Work Location: Kuching, Sarawak

Job Purpose:

To provide comprehensive, high-level administrative, coordination, and governance support to support Senior Executive in ensuring the effective functioning of the Office. The role upholds the highest standards of confidentiality, professionalism, and corporate protocol while facilitating timely decision-making, stakeholder engagement, and organisational alignment.

Key Accountabilities:

Executive Support & Office Administration

• Manage and coordinate calendars, official engagements, meetings, and travel arrangements with accuracy and discretion.
• Ensure all documentation, briefing notes, and meeting materials are prepared in advance and meet corporate standards.
• Maintain strict confidentiality of all information, correspondence, and records handled by the Office

Governance & Secretariat Functions

• Support the preparation, coordination, and documentation of Board, EXCO, Management Committee, and strategic review meetings.
• Prepare minutes, resolutions, action trackers, and follow-up reports in accordance with corporate governance requirements.
• Ensure timely submission of papers, reports, and approvals to the B and relevant governance bodies

Stakeholder Coordination & Protocol Management

• Serve as the primary liaison between the office and internal/external stakeholders, including government agencies, regulators, industry partners, and senior management.
• Manage communication protocols, ensuring all engagements reflect the organisation's corporate image and standards.
• Coordinate official events, courtesy visits, and high-level meetings involving the senior executive.

Communication & Documentation

• Maintain an organized filing and document management system for the Office

Operational Efficiency & Office Management

• Monitor and track key deliverables, deadlines, and strategic commitments requiring the attention.
• Coordinate cross-functional inputs for reports, dashboards, and corporate submissions.

Qualifications and Experience:

• Diploma/Degree in Business Administration, Management, Communications, or related discipline.
• Minimum 5–10 years of experience supporting C‑suite executives, preferably within GLCs, government agencies, or the Oil & Gas/energy sector.
• Strong command of English and Bahasa Malaysia, both written and spoken.
• High proficiency in Microsoft Office, document management systems, and corporate communication tools.
• Demonstrated ability to handle confidential information with integrity and discretion.