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.
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)
