Job Description

Department: People Team / Corporate Administration
Internship Duration: Minimum 6 months
Position Type: Internship

About the Role

We are looking for a highly organized, responsible, and detail-oriented Secretary / Corporate Administration Intern to support the management and internal teams in day-to-day corporate communication, meeting coordination, documentation, and administrative activities.

This role is suitable for students who are interested in corporate administration, management support, secretarial work, communication, and organizational operations.

The intern will work closely with the management and relevant departments to ensure that meetings, decisions, documents, and follow-up actions are properly recorded and communicated.

This is a hands-on internship where the intern will be given real responsibilities and exposure to the company's day-to-day management operations.

Key Responsibilities

1. Meeting & Minutes Management

• Assist in preparing meeting agendas and supporting materials.
• Attend internal meetings and accurately record Minutes of Meeting (MOM).
• Document key discussions, decisions, action items, and responsible persons.
• Prepare and circulate meeting minutes within the required timeline.
• Maintain a proper record of previous meeting minutes.
• Track outstanding action items from meetings and follow up with relevant team members.
• Assist in preparing management meeting documentation.

2. Corporate Documentation

• Prepare, organize, and maintain corporate documents.
• Assist with letters, memos, notices, internal announcements, and other official documentation.
• Maintain proper document naming, version control, and filing practices.
• Assist in organizing digital documents and shared folders.
• Ensure important documents are properly archived and easily retrievable.
• Support the preparation of company reports, presentations, and management documents.

3. Corporate & Team Communication

• Assist with internal communication between management and team members.
• Prepare professional internal messages, announcements, reminders, and notices.
• Assist in distributing meeting minutes, action items, and important updates.
• Monitor communication follow-ups and ensure relevant team members receive required information.
• Help maintain consistency and professionalism in corporate communications.

4. Management Support

• Assist management with scheduling meetings and appointments.
• Prepare meeting rooms, documents, presentations, and other materials when required.
• Maintain management calendars and meeting schedules.
• Assist in coordinating meetings involving multiple departments.
• Prepare simple management summaries and follow-up reports.
• Provide administrative support for projects and company initiatives.

5. Team Administration

• Assist departments in maintaining proper administrative records.
• Support onboarding and administrative coordination for interns and employees.
• Assist the People Team with internship-related documentation.
• Maintain trackers for assignments, deadlines, meetings, and follow-up activities.
• Assist in coordinating team activities and internal events.

6. Filing & Information Management

• Maintain structured digital and physical filing systems.
• Organize documents according to company procedures.
• Assist in maintaining confidential corporate information appropriately.
• Ensure documents are stored in the correct folders and locations.
• Support the implementation of proper documentation practices across the team.

Job Requirements

• Currently pursuing a Diploma or Bachelor's Degree in:
• Business Administration
• Office Management
• Secretarial Studies
• Corporate Administration
• Management
• Human Resource Management
• Communication
• or a related field.
• Able to commit to a minimum 6-month internship.
• Strong organizational and time-management skills.
• Good written and verbal communication skills.
• Good command of English and Bahasa Malaysia.
• Proficient in Microsoft Office / Google Workspace.
• Comfortable preparing professional documents.
• Able to maintain confidentiality.
• Willing to communicate and coordinate with different departments.

Skills