Administrative Assistant

OPTIMUM INFOSOLUTIONS (M) SDN BHD; Kuala Lumpur; On-site; MYR 39,000 - 73,000; Full time

Job summary

Optimum Infosolutions (M) SDN BHD is seeking an experienced executive secretary to manage calendars, coordinate meetings, and handle travel arrangements for the Deputy Directors. You will handle correspondence, records, and visitor arrangements with a focus on confidentiality.

The role requires strong English communication, 2–5 years of related experience, and proficiency in Microsoft 365 tools. You will provide support across departments and may assist other executive staff as needed.

Qualifications

• Diploma in Office Management & Technology or equivalent recognised by MQA.
• Strong written and verbal communication in English.
• Preferably 2–5 years in secretarial/support roles.
• Experience supporting senior management.
• Good organisation and time management abilities.
• Proficient with Microsoft 365 apps and internal systems.
• Ability to handle structured problem-solving and multiple priorities.

Responsibilities

• Maintain Deputy Directors' calendar and schedule meetings, deadlines and commitments.
• Coordinate meetings, attendees, materials, venues and tech support.
• Arrange logistics for official visits including travel, accommodation and registrations.
• Manage correspondence and ensure timely routing and follow-up.
• Track progress of tasks and coordinate department actions and follow-ups.
• Provide administrative assistance and maintain confidential records and visitor arrangements.
• Relief support for other Deputy Directors, Directors' secretary or PA roles as needed.
• Support departmental budget administration and related expenditure tracking.

Skills

English communication

Organisational skills

Time management

Problem solving

Stakeholder engagement

Discretion

Education

Diploma in Office Management & Technology

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

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

Founded in 1997, Optimum is a full-spectrum IT services and solutions company whose mission is to “Empower Business with Technology.”

Headquartered in Singapore, Optimum operates from offices in 7 countries with more than 2300 employees across the globe and helps business harness technology to deliver innovative solutions.

We provide cutting‑edge software solutions & services on a variety of technology platforms to clients ranging from Fortune 500 companies and to vibrant start‑ups.

We offer a comprehensive array of Application Services, Infrastructure Management Services, Cloud and Mobility Solutions, Analytics and Insights and Shared Services.