MAICSA, a premier professional body for Company Secretaries and Governance Professionals with aims of promoting good governance and best practices in organizations with over 6,000 members including Graduates, Students and Affiliates in Malaysia, invites suitable applications for the following position:
Job Purpose
The Special Officer to the CEO provides high-level strategic, administrative, and operational support to the Chief Executive Officer. This role acts as a trusted aide and liaison across internal and external stakeholders, ensuring effective execution of the CEO's responsibilities, priorities, and initiatives.
Key Responsibilities:
1. Strategic and Executive Support
- Work closely with the CEO to support the execution of strategic priorities, Institute’s initiatives, and confidential projects.
- Conduct research, prepare reports, briefings, presentations, and talking points for meetings, forums, and public engagements.
- Coordinate follow-ups and monitor implementation of action items from the CEO’s meetings and directives.
- To attend all Council/Meetings and carry out Minute taking for these meetings for the CEO’s approval before forwarding to Hon Secretary and thereafter to Council/Office Bearers (OBs).
- To attend all National Investigation, National Disciplinary Tribunal and Appeals Tribunal Meetings (“NIG”) together with the Assistant Manager for NIG matters and to review the minutes, letters and any other documents in respect of the NIG before escalating to the person appointed by the Institute to oversee NIG matters.
2. Stakeholder Engagement
- Serve as a liaison between the CEO and internal departments, government agencies, industry partners, and key stakeholders.
- Manage sensitive correspondence and ensure timely, appropriate communication on behalf of the CEO.
- Assist in managing relationships with the Board, senior leadership, and external collaborators.
3. Planning and Coordination
- Organise and coordinate strategic meetings, site visits, events, and official engagements involving the CEO.
- Anticipate the CEO’s needs and proactively manage their schedule, ensuring optimal prioritisation of tasks and appointments.
4. Confidential Projects and Reporting
- Handle special assignments and confidential matters with discretion and a high degree of integrity.
- Compile and analyse data for strategic reports, internal reviews, or special studies.
5. Administrative and Logistical Support
- Oversee and coordinate the preparation of materials for board meetings, speeches, conferences, and public statements.
- Ensure efficient management of the CEO’s office, including logistics, communications, and calendar planning.
Requirements:
Education and Qualifications
- Bachelor’s degree in Business Administration, Management, Public Policy, or related field (Master’s degree preferred).
- Legal background will be an added advantage.
- Minimum 5–8 years of experience in a senior executive support or corporate strategy role.
Skills and Competencies
- Excellent communication (written and verbal), presentation, and interpersonal skills.
- High level of discretion, integrity, and ability to handle sensitive matters.
- Strong analytical, organisational, and problem-solving abilities.
- Professional maturity and ability to interact with senior stakeholders.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
- Strong administrative and organisational skills with attention to detail.
- Good written and verbal communication skills in English and Bahasa Malaysia.
- Ability to manage confidential information with discretion and professionalism.
- Strong time management skills and the ability to meet tight deadlines.
- Knowledge of academic regulations, qualification frameworks, or assessment protocols is preferred.
Key Attributes
- A Team player.
- Strategic thinker with attention to detail.
- Adaptable and proactive in managing fast-paced environments.
- Committed to excellence, confidentiality, and organisational values.
Strategic Functions
- Study all new and relevant technical issues affecting the profession and members.
- Study the Companies Act and other relevant laws and recommend amendments through Company Law Reform Task Forces or Working Groups.
- Review and provide comments on draft papers forwarded by professional bodies and regulators/ regulatory authorities.
- Liaise with relevant regulators, authorities or government agencies and draft proposals for submission to regulatory authorities for regular annual dialogues.
- Deliberate on current and topical issues during dialogues with regulators and ministries.
Operational Functions
- Prepare comments to draft consultation papers or proposed amendments received from statutory bodies and circulate to relevant committees/working groups for recommendation to Council before replying.
- To liaise and attend to members’ technical queries and provide technical advice via e-mail or fax.
- Review and prepare draft notes on policy recommendations for Council and Technical Committee review.
- Liaise and attend Technical Committee meetings, assist the Chairman, report findings and follow up on action items or recommendations to Council or relevant committees/Secretariat.
- Attend forums, dialogues, and CSP sessions with members organised by MAICSA.
- Conduct the CSP Induction Programme (full-day event) as required.
Research
- Conduct research on the Companies Act, Bursa Malaysia Listing Requirements, and other statutes, (Guidelines, Consultation Papers etc from SSM, SC, BNM or Bursa etc as and) when required.
- Research new developments in the profession and disseminate information to members.
- Undertake specific research into areas of the profession as requested by Council or Committees.
- Regularly review updates from ICSA divisions, government, and regulatory websites.
Operational Functions
- Check all research conducted by staff and prepare reports for Committees/Council.
- Attend seminars/workshops on behalf of the Institute and report findings via Technical Updates, Bulletins, or articles.
- Submit regular articles on current topics for The Corporate Voice.
- Assisting in publication of new books/guidance
Other Duties:
Strategic Functions
- Recommend suitable seminar topics to the training department.
- Provide technical content for speeches and press releases.
Operational Functions
- Attend external meetings on behalf of the Institute and submit reports for Council notation.
- Review new publications for library acquisition before approval.
- Attend Committee/Working Group meetings (e.g., National Investigation Group, Disciplinary Tribunal, Appeals Tribunal).
Team Leadership and Management
- Oversee and lead the Technical team, ensuring tasks completed effectively.
- Provide mentorship, training, and guidance to team members to maintain quality and consistency in research and technical outputs.
- Coordinate team efforts in responding to consultation papers, preparing technical articles, and supporting committee work.
Requirements:
- Chartered Governance Institute (CGI) qualification, formerly known as ICSA, or equivalent professional qualification or recognised degree
- At least 8 years’ experience in company secretarial practice/governance/legal
- Strong understanding of corporate law legislation and regulation, governance, and regulatory frameworks
- Proven experience in technical writing, policy drafting, and stakeholder engagement
- Excellent research, analytical, and communication skills
- Ability to work collaboratively with committees, regulators, and external legal/technical experts
Key responsibilities:
- Conduct and support research initiatives, authoring papers on company secretarial practices, governance, and technical topics
- Represent the Institute in dialogues with regulatory bodies and government departments
- Provide guidance and advisory support to members on company secretarial practice, governance, and technical issues
- Draft, review, and refine policies, procedures, and Committee terms of reference related to governance and company secretarial matters
- Stay informed of regulatory changes and best practices in compliance, attending meetings of the Technical and other relevant Committees
Requirements:
- Chartered Governance Institute (CGI) qualification, formerly known as ICSA, or equivalent professional qualification or recognised degree
- 5-8 years of experience in company secretarial practice/governance
- A legal background is preferred
- Strong understanding of corporate law legislation and regulations
- Proven management skills to lead and motivate team members effectively
- Excellent interpersonal, communication, and presentation skills with the ability to convey ideas clearly and concisely, both in writing and verbally
- Proficiency in both spoken and written English and Bahasa Malaysia
- A Team player
Interested applicants are invited to write in confidence, giving details of age, education, current and expected salaries and a complete resume of working experience together with a recent passport-sized photograph (n.r.) to:
Head, Finance & Administration
The Malaysian Institute of Chartered Secretaries and Administrators
- Address: Bangunan MAICSA, No. 57, The Boulevard Mid Valley City, Lingkaran Syed Putra 59200 Kuala Lumpur
- Telephone: +603-2282 9276
Fax: +603-2282 9281
- Email: hr@maicsa.org.my
(Only shortlisted candidates will be notified)
