Digital Platform & Product Executive

JOB PURPOSE

Oversees GII's operational backbone - secretariat coordination, meeting cadence, documentation discipline, scheduling and stakeholder follow-ups. The senior operations role in the cluster, supervising the Programme Secretariat & Admin Exec.

DUTIES AND RESPONSIBILITIES

• Manage GII's day-to-day operational coordination across 10 workstreams and the meeting cadence (weekly, bi-weekly, monthly, quarterly).
• Own preparation of meeting agendas, minutes, action logs and decision records for ministry, partner, Steering Committee and internal sessions.
• Track follow-ups after every meeting - ministries, agencies, partners, internal teams; ensure no action item remains pending without an owner and date.
• Draft official letters, memos, emails and coordination notes; maintain the GII document repository, version control and audit-ready filing.
• Coordinate scheduling across ministry meetings, partner interviews, citizen labs, JKP/MED4IR preparation and internal workstream meetings.
• Liaise with internal MDEC functions - HR, Legal, Finance, Procurement, Corporate Communications - on behalf of the Head of GII.

Required Skillsets

• Senior secretariat and operations experience - ideally with prior support to a CEO office, ministerial secretariat or programme leadership team.
• Strong formal writing in English and Bahasa Malaysia.
• Document management discipline and version-control habit; comfort with SharePoint/Confluence.
• Stakeholder coordination - internal and external, civil-service and private-sector.
• Comfortable owning operational rhythm and managing junior secretariat staff.
• Attention to detail under time pressure; ability to work to ministry-style protocol.

QUALIFICATIONS

Academy and Professional Qualifications:

• Bachelor's Degree in Business Administration, Public Administration, Management, Corporate Administration, Communications, Office Management, Project Management, or other related disciplines from a recognised institution.
• Professional certification in Project Management, Corporate Governance, Records Management, Secretariat Practice, or Administrative Management would be an added advantage.
• Certification in Microsoft Office, SharePoint Administration, Knowledge Management, or Document Control would be beneficial.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and collaboration platforms such as SharePoint, Confluence, or equivalent document management systems.

Professional Experience:

• Minimum 5-10 years of relevant working experience in programme operations, corporate secretariat, executive office administration, PMO support, governance coordination, or related functions.
• Proven experience supporting senior leadership, C-suite executives, programme directors, government agencies, ministerial offices, steering committees, or transformation programmes.
• Experience coordinating high-volume meetings, workshops, stakeholder engagements, and governance forums involving multiple internal and external stakeholders.
• Demonstrated experience preparing professional meeting agendas, minutes of meetings, action trackers, briefing notes, executive correspondence, and governance documentation.
• Strong experience managing document repositories, records management systems, version control processes, and audit-ready filing practices.
• Experience coordinating with government ministries, public sector agencies, GLCs, regulatory bodies, or strategic partners would be highly advantageous.
• Proven ability to manage multiple priorities, deadlines, and stakeholder requests within a fast-paced and highly dynamic environment.
• Experience supervising, coaching, or coordinating junior administrative, secretariat, or operational support staff.
• Familiarity with governance frameworks, committee management, programme reporting cycles, and ministry-level operating protocols would be an added advantage.

COMPETENCIES

• Secretariat & Governance Management
• Programme Operations Coordination
• Executive Correspondence & Business Writing
• Document & Records Management
• Stakeholder Coordination & Follow-Up Management
• Knowledge Management & Version Control
• Microsoft Office and Collaboration Platforms
• Programme & Portfolio Management
• Project Governance & Delivery Management
• Stakeholder & Government Relations Management
• Risk, Issue & Dependency Management