Administrative Assistant

Optimum Infosolutions; Kuala Lumpur; On-site; MYR 60,000 - 108,000; Full time

Job summary

Bank in Kuala Lumpur is seeking a proactive Executive Secretarial/Administrative professional to support the Deputy Directors. You will manage calendars, coordinate meetings and travel, handle correspondence, and maintain confidential records with discretion.

The role requires 2–5 years in similar support functions, strong English communication, and proficiency in Microsoft 365 applications. You will work closely with senior management to ensure smooth departmental operations and effective

Qualifications

• Diploma in Office Management & Technology or Executive Secretarialship or Secretarial Services from recognised institutions approved by the MQA or equivalent
• Strong written and verbal communication skills in English
• Preferably 2–5 years of secretarial/EA/office administration experience
• Experience supporting senior management
• Good organisation and time management
• Proficiency in Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and related systems
• Ability to manage structured problem-solving, multiple priorities and confidentiality
• Ability to prioritise requests, coordinate cross-functional activities and anticipate admin needs of the department
• Ability to engage professionally with stakeholders across the Bank and external parties
• Professionalism, responsiveness, discretion, collaboration and strong communication skills

Responsibilities

• Maintain Deputy Directors' calendar and schedule meetings, engagements, deadlines and commitments while avoiding conflicts
• Coordinate meetings and engagements: materials, attendees, venues and technical support
• Arrange Deputy Directors' official visits: flights, registrations, accommodation and claims
• Manage correspondence and routing: emails, letters, memoranda, phone enquiries and follow-ups
• Track progress of tasks and ensure timely submissions and actions by staff or others
• Provide administrative support and maintain confidential records and briefing materials
• Relieve Administrative Assistants and support other Deputy Directors as needed
• Support departmental budget administration and track meetings, travel and training expenses

Skills

English communication

Calendar management

Organisational skills

Time management

Confidentiality

Stakeholder engagement

Education

Diploma in Office Management & Technology or Executive Secretarialship

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

Perform effective secretarial, coordination and administrative duties for the Deputy Directors, ensuring effective management of schedules, engagements, correspondence and departmental administrative processes to facilitate smooth operations and functions of the department.

Key responsibilities

Maintain and manage the Deputy Directors' calendar, ensuring optimal scheduling of meetings, engagements, deadlines and commitments while proactively identifying and resolving scheduling conflicts

Coordinate the Deputy Directors' meetings and engagements, including securing relevant materials, confirming attendees, booking venues, and arranging technical support to ensure smooth execution

Coordinate logistics for the Deputy Directors' official visits, covering flight bookings, event registrations, accommodation, claims submission, and preparation of supporting materials

Manage and monitor incoming and outgoing correspondence, including emails, letters, internal memoranda, and phone enquiries, and ensuring timely routing, responses, documentation and follow-up of required actions

Monitor and track progress of tasks assigned to staff or relevant parties to ensure timely submission to the Deputy Directors and matters that require Deputy Directors' actions, and ensuring timely follow up actions

Provide administrative assistance, including responding to internal memoranda, letters, and emails addressed to Deputy Directors; maintain organised and secure records, files, briefing materials and reference documents and handled them in accordance with confidentiality requirements; and coordinating visitor arrangements and refreshments

Serve as a relief support for Administrative Assistant to other Deputy Directors, Secretary to the Director, or Personal Assistant to the Assistant Governor, as required

Support departmental budget administration, including monitoring utilisation, processing claims and payments, maintaining expenditure records and coordinating budget-related requirements for meetings, training programmes, official travel and departmental activities

About you

Diploma in Office Management & Technology or Executive Secretarialship or Secretarial Services from recognised institutions approved by the Malaysian Qualification Agency (MQA) or equivalent

Strong written and verbal communication skills in English

Preferably 2-5 years of related working experience in secretarial, executive assistant, office administration or related support functions

Experience supporting senior management

Good organisation skills and good time management

Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, Sharepoint) and relevant internal systems

Ability to handle structured problem-solving, multiple concurrent priorities and competing demands while ensuring accuracy, timeliness and confidentiality

Ability to exercise judgment in prioritising requests, resolving scheduling conflicts, coordinating cross-functional activities and anticipating administrative requirements of the department

Ability to engage professionally with stakeholders across the Bank and external parties where required

Professionalism, responsiveness, discretion, collaboration and strong communication skills