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 organisations 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 510 years of experience supporting Csuite 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.