Executive - Secretariat

JOB DESCRIPTIONSecretarialCarry out the following secretarial duties for the Board, Investment Panel, Board committees and Management committees, including:Coordinate and manage the annual governance calendar and meeting schedules for the Board, Investment Panel, Shariah Advisory Committee, and other committees.Prepare and issue meeting notices, agendas and supporting documentation in accordance with established governance timelines and procedures.Coordinate the compilation, quality control and secure distribution of meeting papers to members of the Board, Investment Panel, Shariah Advisory Committee and other relevant committees. Draft meeting resolutions, deliberations and minutes for meetings, ensuring accuracy, clarity and alignment with governance standards prior to verification and Monitor and follow up on matters arising and action items, ensuring timely updates from relevant departments prior to subsequent meetings.Prepare and facilitate requests for certified extracts of meeting minutes’ from internal departments or external stakeholders.Support the organisation and coordination of official meetings, engagements and events involving members of the Board, Investment Panel, Shariah Advisory Committee and other committees.Assist in the coordination of onboarding programmes, briefings, training sessions and governance development programmes for members of the Board, Investment Panel, and Shariah Advisory Committee members in line with corporate governance best practices.Support the preparation and monitoring of the Section's operational budget, including tracking utilisation and related administrative processes.Administer the payment and processing of allowances and benefits for members of the Board, Investment Panel, Shariah Advisory Committee, and Committee members.Coordinate logistical arrangements including travel, accommodation, meeting facilities, and transportation for members of the EPF Board, Investment Panel, Shariah Advisory Committee, and committee members attending official meetings, training sessions, and other EPF related engagements.Provide administrative and coordination support for Board/Investment Panel/Shariah Advisory Committee governance matters including but not limited to Board Effectiveness Evaluations, Integrated Annual Report preparations, governance documentation and digital devices. CustodianSafeguard and maintain confidentiality, integrity and security of Board/Investment Panel/SAC information and ensure protection from unauthorized access.Manage the receipt, registration, and safe storage for institutional documents.Facilitate the affixation of the Board's seal and authorised signature on official documents including transfer of ownership form, agreements, proxy documents, and related instruments.Maintain and administer the official filing and records management system for the Secretariat and Custodian Section (SUL), including minutes and meeting documents.JOB REQUIREMENTSMalaysian citizenObtain at least a credit in Malay Language and English including oral test at Sijil Pelajaran Malaysia (SPM) level or equivalent as recognized by the GovernmentPossess a degree from a recognized by the Government from any local or abroad higher learning institution in a relevant field of study – Law, Corporate Administration, Corporate Administration or Investment/BankingPossess a minimum of 3 to 7 years of relevant experience in area of secretarial.Experience supporting Board, committee or senior management meetings will be an added advantageGood communication skills with excellent command of oral and writing in English and Bahasa MelayuJOB STATUSPermanentAll applications are strictly CONFIDENTIAL and only shortlisted candidates will be called in for interview. Applications are deemed UNSUCCESSFUL if there is no feedback from the EPF 2 MONTHS after the closing date of advertisement.