Assistant Company Secretary

• Perform data entry and updates on the SSM website.
  
• File annual returns and update subsidiary company information.
  
• Compile, photocopy, and bind board papers.
  
• Support daily administrative operations of the office.
  
• Manage office supplies, including procurement and inventory tracking.
  
• Organize and maintain both physical and digital filing systems.
  
• Prepare and maintain internal records, reports, and presentations.
  
• Assist in drafting, formatting, and reviewing documents and correspondence.
  
• Handle incoming calls, emails, and general inquiries.
  
• Schedule meetings, conference calls, and appointments.
  
• Coordinate meeting rooms, supplies, and logistics for company meetings and events.
  
• Support general office tasks, including data entry, copying, and filing.
  

• Ensure the office operates smoothly and efficiently.
  
• Maintain and organize both physical and electronic filing systems for easy retrieval and regulatory compliance.
  
• Coordinate and manage calendars, meetings, and appointments for the management team.
  
  

Requirements

Education:

• SPM / STPM / A’Levels; A Diploma or Bachelor’s degree in Chartered Secretarial course, Business Administration, Management, or a related field, or relevant professional certifications;
  
• Currently holding or previously held Professional Membership with MAICSA or practicing certificate with SSM (able to renew).
  

Experience:

• At least 2 years of experience in a company secretarial firm or in-house secretarial department.
  
• Having a legal background would be an added advantage.
  
• Experience in handling scheduling, office supplies, documentation, and general office operations.
  

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.
  
• Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
  
• Excellent communication skills (both verbal and written) to interact effectively with all levels of staff and external vendors.
  
• Ability to maintain confidentiality and handle sensitive information with discretion.
  
• Attention to detail and accuracy in completing tasks.
  
• Experience in a fast-paced environment or a high-growth company.
  
• Advanced proficiency in Microsoft Excel (including formulas, pivot tables, and macros) or other data analysis tools.