Mastura Hasim
Shah Alam
Summary
Seasoned Executive Assistant with experience supporting C-level executives in a fast-paced environment. Proven ability to prioritize, manage multiple tasks, and use initiative. Reliable and well-presented. Driven and resourceful executive assistant with a can-do attitude. Personable, with the ability to stay calm under pressure. Trustworthy upholds confidentiality.
Overview
31
31
years of professional experience
Work History
Executive Secretary to the Leadership team
Central Sugars Refinery (M) Sdn Bhd
12.2019 - Current
- Experienced in providing high-level administrative and operational support to C-suite executives, including the COO, CFO, Technical Director, and HR Director.
- Key responsibilities include:
- Executive Support: Manage and maintain LTs calendar, scheduling meetings, appointments, and travel arrangements.
- Handle confidential documents and communications with discretion.
- Organize documents for LTs.
- Compiling reports, claims, video, presentations, and correspondence to meet LTs or company standards and requirements.
- Approve on behalf of LTs of direct report’s claim and leave application according to policy.
- Travel Management: Organize and coordinate business travel for the LTs and operations group including flight booking, arrangement of accommodation and visa application.
- Responsible for the arrival of visitors - booking of accommodation and transportation arrangement.
- Work closely with the travel agent for the purpose of maintaining efficient service and constantly evaluating the level of service provided and negotiating airfare and agent fees.
- Meeting and video/tele-conferences: Organize and coordinate regular meetings, including invitations, preparing agendas, taking minutes, distributing minutes, and following up on action items.
- Arrange meeting facilities, venue, and refreshment if require.
- Prepare and consolidate presentation materials.
- Event Coordination: Organize and coordinate business events/visit including off-site conferences as assigned by LTs.
- Assist event arrangement including venue, itineraries, transport, flight, accommodation and business meal.
- Arrange event materials as required.
- Relationship Management: Serve as the focal point of information flow within LTs and other groups.
- Serve as a liaison between the LTs and internal/external stakeholders.
- Build and maintain relationships with key contacts, vendors, and partners.
- Handle all correspondence with a high degree of independence, judgement, and discretion, of which some are highly private and confidential in nature.
- Board Coordination: Assists LTs with compiling, reviewing, and submitting board papers.
- Stakeholder Management: Builds and maintains relationships with internal and external stakeholders, often acting as a representative of the leadership team.
- Budgeting & Finance: Follow up and gather the budget reports; manages Purchase Order (PO) and Purchase Request (PR) approvals on SAP.
- Assist Finance during audit session.
- Project & Task Management: Conducts research, prepares presentations, and monitors project progress.
- Acts as secretary for the Kaizen Committee and monitors daily KPIs for the Finance team.
- Reporting: Prepares costing analysis reports and reconciles sugar stock.
- Manages the contract management system.
- General Support: Handles miscellaneous tasks to ensure smooth operations for the leadership team.
- Human Resource: Assist with Domestic Inquiry verbatim.
Executive Assistant to LTs cum HR Generalist
CompAsia Sdn Bhd
06.2017 - 12.2019
- Executive & Administrative Support: End-to-end calendar, travel, meeting, and claims management for C-level executives.
- Coordinates department and leadership meetings - prepares agendas, decks, takes minutes, and follows up on action items.
- Acts as liaison by transmitting directives and following up on assignments and project statuses.
- Compiles weekly regional and sales reports; chairs sales/inventory meetings on behalf of executives when needed.
- Monitors department performance organizes monthly updates, and reports on performance gaps and plans.
- Reporting & Financial Coordination: Works closely with Finance to deliver monthly P&L and balance sheets for CEO review.
- Manages and reconciles executive expense reports and petty cash.
- Oversees costing and inventory reports; ensure proper store operations including license renewals, staff attendance, and admin support.
- Human Resources & Recruitment: Supports regional HR with full-cycle recruitment: sourcing, campus outreach, branding, tracking, and onboarding.
- Manages payroll for Malaysia and dealing with HR from regional offices for payroll.
- Handles new hire processes: medical check-up, referral check, employment contracts, insurance, workstation and laptop setup, and statutory requirements.
- Coordinates performance management cycles and employee welfare activities (retreats, town halls, events).
- Develops HR tools such as onboarding and exit checklists and supports performance improvement plans.
- Office Management: Supervises receptionist and dispatch staff, ensuring professional behavior and punctuality.
- Coordinates special projects, business operations, and internal communications.
- Resolves secretarial and admin issues by preparing reports, analyzing data, and identifying effective solutions.
Executive Assistant
Goodyear Malaysia Berhad
03.2014 - 05.2017
- Executive & Administrative Support: Provides full secretarial and administrative support to ASEAN Managing Director and multiple C-level executives.
- Manages complex calendars, international travel arrangements, expense claims, and correspondence.
- Organizes departmental and executive meetings, prepares agenda decks, takes minutes, and follow-up on action items.
- Compiles key business reports, including financial (P&L, Balance Sheets), costing analysis, sales, inventory, and regional updates.
- Office & Facility Management: Oversees building maintenance, vendor contracts (e.g., pest control, refreshments, car lease), and handles all office-related services.
- Supervises support staff (drivers, receptionist, admin clerks) ensuring quality, punctuality, and professionalism.
- Acts as Floor Warden to coordinate safety procedures and emergency protocols.
- Human Resources Coordination: Supports ASEAN HR Director in implementing policies, managing leave, overseeing employee welfare, and coordinating T&D initiatives.
- Manages end-to-end recruitment activities including job postings, sourcing, onboarding, and campus engagement.
- Administers payroll and benefits for local and regional offices, including expatriate support: relocation, visa/work permit, cultural orientation, housing, schooling, taxation, and banking setup.
- Employee Engagement & Events: Organizes large-scale events such as Town Halls, annual dinners, teambuilding activities, and internal celebrations.
- Assist with performance tracking initiatives and ensures timely follow-ups on performance goals and improvement plans.
- Creates and maintains onboarding and exit documentation to support the employee lifecycle.
- Selangor
Executive Secretary
MISC Integrated Logistics Sdn Bhd
01.2010 - 02.2014
- Provides full secretarial and administrative support to MD.
- Manages calendars, travel logistics, claims processing, and oversees company drivers.
- Plans and coordinates executive business trips, meetings, and engagements with detailed research and stakeholder profiling to ensure impactful outcomes.
- Organizes and facilitates executive-level meetings, including minute-taking, follow-ups, and Board paper tracking.
- Strategic Communication & Coordination: Works closely with Corporate Planning and HR to coordinate MD/CEO speeches, internal messages, and executive publications.
- Ensures accuracy, alignment with corporate goals, and adherence to confidentiality and communication protocols.
- Leads coordination of high-impact corporate events involving MD/CEO (e.g. Town Halls, Walkabouts) by collaborating across business units.
- HR Support & Employee Engagement: Cross-functional support with HR with recruitment and onboarding.
- Coordinates performance reviews, PIP processes, and employee wellness initiatives (e.g. retreats, town halls, team-building).
- Office & Operations Management: Oversees office services including vendor contracts, building maintenance, supply management, and internal facilities.
- Supervises frontline administrative staff (drivers, clerks, receptionist) ensuring high standards of service and professionalism.
- Manages petty cash, PO/PR approvals.
Administrator
IBM Malaysia Berhad
11.2008 - 12.2009
- Provides comprehensive secretarial and administrative support to the CFO.
- Manage calendars, complex travel itineraries, and claim management for CFO and department personnel.
- Coordinates and prepares for meetings: sends notices, sets agendas, records minutes, and follows up on action items.
- Compiles financial reports and any other reports for CFO review.
- Office Operations & Facilities Management: Oversees office services including supply inventory, fixed asset tracking, maintenance requisitions, and vendor management (e.g., cleaning, pest control, vehicle leasing).
- Supervises frontline admin staff, including receptionists, clerks, and drivers, to ensure smooth daily operations.
HR Manager cum Project Management Administrator
3 Face Sdn Bhd, MBF Holdings
05.2006 - 11.2008
- Executive Support & Confidential Administration: Provides full administrative and secretarial support to the MD CEO and COO including calendar, travel, claims, and confidential personal matters (banking, investments, housing, immigration, etc.).
- Organizes executive and project meetings: prepares agendas, minutes, resolutions, and action follow-ups.
- Drafts and manages high-level correspondence, reports, and executive communications.
- Human Resources & Employee Lifecycle Management: End-to-end HR support including recruitment, interviews, offers, onboarding, confirmations, resignations, probation extensions, and salary reviews.
- Manages payroll, bonus, and statutory deductions with government bodies.
- Conducts Training Needs Analysis and manages Individual Development Plans for technical staff.
- Checks and processes employee claims according to the Employee Handbook and company policies.
- Maintains HR databases and employee records, supports welfare initiatives and CSR programs.
- Office & Asset Management: Oversees company vehicle fleet, insurance policies, equipment maintenance, telecom systems, and vendor relationships.
- Manages building facilities (cleaning, maintenance, power supply) and maintains inventory of supplies and stationery.
- Coordinates closely with suppliers, service providers, and government agencies.
- Project Management & Legal Coordination: Supports end-to-end project documentation, including RFI, VQR, SOI, consultant contracts, and invoicing.
- Follows up on consultant deliverables and legal matters such as purchase agreements and authority submissions.
- Tracks consultant payments and maintains detailed financial records and documentation.
- Sales & Customer Administration: Manages purchaser loan processes, payment tracking, and assists clients with financing coordination.
- Maintains and updates customer databases; ensures smooth sales admin operations and loan documentation handling.
Exec Secretary cum HR Asst. Manager
TM International Sdn Bhd
03.2003 - 04.2006
- Provides comprehensive support to the HR General Manager and HR department.
- Managing correspondence.
- Scheduling management.
- Travel arrangements.
- Taking minutes of meeting and follow up on action plans.
- Human Resources: Handles HR documentation, meeting coordination, and event.
- Assists HR Manager with recruitment, employee onboarding, and training programs.
- Maintains HR records i.e. organisation chart, Job Description etc.
- Provide support to Industrial Relations (IR) cases i.e. document compilation, organising dates for DI.
- Assist with leave management.
- Manages office supplies.
- Compiling HR reports and company documents related to employee matters.
Confidential Secretary cum Customer Service
Fraser & Neave
07.2002 - 02.2003
- Provides administrative support to the Assistant General Manager (AGM) and eight Managers.
- Calendar, travel management, claims management.
- Coordinates internal and external communications, organizes meetings, video and press conferences, and prepares correspondence and presentation materials.
- Act as the department’s customer service liaison, handling inquiries and complaints.
- Manages communication with external agencies and assists in setting up a product and competitor resource center.
Admin Executive
Ericsson Business Support Centre
03.2000 - 05.2002
- Executive & Administrative Support: Provides high-level executive support to GM across departments, including complex calendar, travel, and expense management.
- Manages internal and external meeting arrangements, takes meeting minutes, and ensures timely follow-ups on action plans.
- Drafts correspondence, prepares PowerPoint presentations, and compiles strategic reports for leadership review.
- Human Resources and Admin: Handles onboarding/offboarding, induction programs, staff movement tracking, leave management, and organizational chart updates.
- Assists with training needs analysis and maintains departmental KPIs in coordination with HR.
- Assists expatriates with relocation process, house search, utilities, school, banking, car rental, and immigration matters.
- Office & Facility Management: Manages procurement of office supplies, inventory, and fixed assets, including tracking, maintenance, and vendor coordination.
- Oversees building services, cleaning, telecom, power supply, office equipment, and insurance documentation.
- Liaises with property agents for housing matters and ensures smooth administrative support for regional offices.
- Project, IT & Communication Support: Assists in webpage development by gathering data, coordinating with IT, and managing updates for department sites.
- Organizes internal events such as town halls, team buildings, seminars, and CSR initiatives across regional and global offices.
Executive Secretary
Philips Malaysia Sdn Bhd
05.1996 - 02.2000
- Executive, Secretarial & Administrative Support: Provides full-spectrum support MD CEO and senior managers, including travel, claims, calendar management, meeting scheduling, and documentation.
- Prepares agendas, presentations, meeting minutes, reports, and official correspondence.
- Manages office supplies, fixed asset tracking, vendor management, and petty cash handling.
- Expatriate & Global Mobility Support: Supports over 20 expatriate engineers and international executives with relocation, immigration, visa/passport renewal, car leasing, banking, housing, and schooling.
- Liaises with embassies, immigration offices, customs, and government bodies to ensure compliance and smooth operations.
Junior Secretary
Kodak (M) Sdn Bhd
05.1995 - 04.1996
- Provides secretarial and admin service to the Marketing Manager, Warehouse Manager, and Distribution Manager.
- Calendar, travel, and claim management.
- Managing correspondence and emails.
- Report compilation.
- Prepare presentation deck.
- Filing management.
- Call screening.
- Organizing internal and external meetings and minutes of meetings.
- Manage travel arrangement, visa application, business itinerary, company events, social functions, and general correspondence.
Education
Professional Diploma - HR Management
Malaysian Institute of Human Resource Management
Petaling Jaya12.2014
Master - Business Administration
Segi University
01.2006
Postgraduate - Business Management
Segi University
01.2004
Diploma - Secretarial
Stamford College
Petaling Jaya01.1998
Skills
- Organizational skills
- Dependability
- Adaptability
- Communication skills
- Interpersonal relations
- Stakeholder management
- Problem solving
- Human resources expertise
- Logistics coordination
- ISO documentation proficiency
- Expatriate management
- Ownership and accountability
- Confidentiality assurance
- Professional conduct
- Process optimization
- Microsoft Office proficiency
- Lotus Notes usage
- SAP familiarity
- Success Factors knowledge
- Digital file handling
- Recruitment platform navigation
Systems Tools
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Familiar with Lotus notes, SAP, Success Factors.
- Experienced in digital file management, recruitment platforms (e.g., JobStreet, LinkedIn), and internal portals.
Accomplishments
- Philips Malaysia, Obtained ISO standards - standardizing filing system, forms, and procedures.
- Ericsson Business Support Centre, Cost saving on Event Organiser at 30K for annual teambuilding event. Proposed for AMEX travel card – saving of 15 – 20% month.
- 3 Face Sdn Bhd, Established a proper attendance system and monitoring system – less late comers. Debt collection services by phone and email - increasing accounts receivable by 10% to 20% monthly. The Taragon project in Yap Kwan Seng was successful as 3Face meet the completion date based on progress.
- MISC Logistics, Proposed for online flight booking to save on travel agent flight fee, cost saving of 10 – 15%.
- Compasia Sdn Bhd, Establish the exit interview process and was able to lower the staff turnover.
- Goodyear M Berhad, 10 – 20% cost saving for flight booking – direct booking initiatives.
Strengths Attributes
- Organized, dependable, and adaptable to fast-paced environments.
- Strong communication and interpersonal skills with global stakeholder management experience.
- Highly proactive in solving administrative, operational, and other challenges.
- Experienced in HR, Logistics, ISO documentation, and expatriate affairs.
- High Ownership.
- Committed to maintaining confidentiality, professionalism, and process improvement.
Personal Information
- Expected Salary: Upon request
- Notice Period: 3 months negotiable
Timeline
Executive Secretary to the Leadership team
Central Sugars Refinery (M) Sdn Bhd
12.2019 - Current
Executive Assistant to LTs cum HR Generalist
CompAsia Sdn Bhd
06.2017 - 12.2019
Executive Assistant
Goodyear Malaysia Berhad
03.2014 - 05.2017
Executive Secretary
MISC Integrated Logistics Sdn Bhd
01.2010 - 02.2014
Administrator
IBM Malaysia Berhad
11.2008 - 12.2009
HR Manager cum Project Management Administrator
3 Face Sdn Bhd, MBF Holdings
05.2006 - 11.2008
Exec Secretary cum HR Asst. Manager
TM International Sdn Bhd
03.2003 - 04.2006
Confidential Secretary cum Customer Service
Fraser & Neave
07.2002 - 02.2003
Admin Executive
Ericsson Business Support Centre
03.2000 - 05.2002
Executive Secretary
Philips Malaysia Sdn Bhd
05.1996 - 02.2000
Junior Secretary
Kodak (M) Sdn Bhd
05.1995 - 04.1996
Professional Diploma - HR Management
Malaysian Institute of Human Resource Management
Master - Business Administration
Segi University
Postgraduate - Business Management
Segi University
Diploma - Secretarial
Stamford College