Monroe Consulting Group, an Executive Recruitment firm, is partnering with an organisation in the Industrial industry to hire an Executive Secretary to the Managing Director. This opportunity is based in Kuala Lumpur, Malaysia.
Position Overview
The role provides comprehensive executive-level administrative and organisational support to the Managing Director.
It ensures the effective coordination of daily operations and the smooth execution of strategic and corporate initiatives.
Key Responsibilities
- Liaise with the Managing Director regarding weekly events and follow up resultant actions.
- Compile and coordinate appointments and meetings in the Managing Director's calendar, and sort and prioritise enquiries when required.
- Prepare notices of meetings and agenda papers; take minutes, and produce and distribute minutes. Copy, collect, and archive all necessary support papers for all Managing Director meetings.
- Prepare presentations, responses, and statistical information as required, working to short deadlines and ensuring all documents are fully and accurately completed.
- Draft correspondence and other documentation for the Managing Director when needed.
- Support the smooth operations of all operational matters.
- Receive telephone calls for the Managing Director, ensuring only relevant calls are transferred, with remaining calls handled by appropriate personnel and ad hoc queries addressed directly.
- Ensure appropriate arrangements for all appointments, meetings, venues, hospitality, travel, and accommodation.
Key Requirements
Qualifications & Experience
- Bachelor's Degree in any discipline or equivalent.
- Minimum of 10 years of experience in a secretarial role.
- Previous senior or executive-level PA experience within a large multinational organisation.
Technical / Functional Expertise
- Strong capability in calendar management, meeting coordination, minute taking, and executive documentation.
- Proficiency in preparing presentations, written correspondence, and statistical or management information under tight timelines.
- Demonstrated experience handling executive communications, enquiries, and travel logistics with discretion and accuracy.
Soft Skills & Leadership Competencies
- Ability to communicate openly and effectively at all levels.
- Proactive, flexible, and approachable working style.
- High level of professionalism, discretion, and organisational skill.
- Ability to facilitate a positive and motivated team environment with an open forum for communication.
