We are seeking a highly organized, proactive, and dependable Company Secretary cum Personal Assistant to provide comprehensive support across corporate governance and executive-level functions.
Overview
This dual-role position is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and maintains a high level of professionalism and confidentiality. You will play a key role in ensuring smooth business operations while supporting senior management across multiple entities.
About the Role
Corporate Secretarial & Governance
Ensure compliance with the Companies Act and SSM regulations.
Prepare and submit statutory filings, annual returns, resolutions, and related documentation.
Maintain statutory registers and proper corporate records.
Organize and coordinate Board Meetings, AGM, and EGM (including notices, agendas, and minutes).
Liaise with auditors, tax agents, legal advisors, and regulatory authorities.
Provide guidance on corporate governance and compliance matters.
Act as liaison with Directors and key stakeholders.
Executive & Personal Support
Manage calendars, appointments, meetings, and daily schedules for senior management.
Coordinate meetings (virtual & physical), including agenda preparation and minute-taking.
Handle confidential correspondence, emails, and reports.
Draft presentations, business documents, and communications.
Manage personal appointments, errands, and lifestyle coordination when required.
Ensure timely follow-ups on key action items and deadlines.
Travel & Logistics
Arrange local and international travel (flights, accommodation, transportation).
Manage itineraries, visa applications, insurance, and travel documentation.
Coordinate logistics including chauffeurs, transfers, and vendors.
Business & Operational Support
Coordinate administrative matters across multiple business entities.
Liaise with suppliers, clients, and partners on scheduling and documentation.
Prepare operational reports (e.g., sales summaries, delivery tracking, costing).
Monitor deadlines including submissions, renewals, payments, and shipments.
Support board materials, investor presentations, and business proposals.
Office Administration & Documentation
Maintain organized filing systems (digital & physical).
Track contracts, invoices, and compliance documents.
Assist in report preparation, summaries, and presentations.
Support day-to-day office operations when required.
Project & Ad-hoc Support
Assist in coordinating special projects, corporate events, and business initiatives.
Conduct basic research on market trends, pricing, or regulatory updates.
Support ad-hoc administrative and executive assignments.
Financial & Expense Coordination
Prepare expense claims and track monthly expenses.
Monitor petty cash and small operational budgets.
Assist in tracking budgets for travel and business activities.
Requirements
Diploma or Bachelor’s Degree in Corporate Administration, Business, Law, or related field.
Minimum 3–5 years of relevant experience in company secretarial and/or executive support roles.
Strong knowledge of SSM regulations and corporate compliance is an advantage.
Experience supporting senior management or C-level executives preferred.
Excellent organizational, multitasking, and time-management skills.
Strong written and verbal communication skills in English and Bahasa Malaysia (Mandarin will be added advantage due to business communication needs.)
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
High level of professionalism, discretion, and confidentiality.
Ability to work independently in a fast-paced environment.
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