Administrative Assistant (Diploma)

Hexamatics Servvcom Sdn Bhd; Kuala Lumpur; On-site; MYR 40,000 - 70,000; Full time

Job summary

Hexamatics Servvcom Sdn Bhd in Kuala Lumpur seeks an organized secretarial professional to support Deputy Directors and the admin team. You will manage calendars, handle correspondence, coordinate appointments, travel, and meetings, and maintain documentation and records with discretion and accuracy.

You will ensure smooth office operations, assist with meetings, events, and project support, and liaise with internal stakeholders to keep information current and well-organized.

Qualifications

• Diploma or equivalent in Office Management and Technology or Secretarial studies.
• Strong organisational skills with ability to manage multiple tasks and deadlines.
• Proven ability to handle confidential information discreetly.
• Excellent written and verbal communication and liaison with staff,

Responsibilities

• Provide efficient secretarial and administrative support to Deputy Directors and the section.
• Coordinate schedules, meetings, travel, and documentation.
• Manage calls, emails, memorandums, and letters for Deputy Directors.
• Arrange meetings, venues, materials, and reminders.
• Maintain Deputy Directors' schedules and deadlines; track outstanding items.
• Support travel arrangements, including claims and itineraries.
• Assist with office operations, document processing, and data updates.
• Review documents for Deputy Director approval and ensure amendments are made promptly.

Skills

Secretarial support

Executive coordination

Diary management

Communication skills

Confidentiality

Education

Diploma in Office Management and Technology

Diploma in Executive Secretaryship

Tools

MS Office

Job description

Provide efficient secretarial and administrative support to Deputy Directors and the wider section. The role coordinates schedules, meetings, official travel, documentation, events and general office operations while helping ensure that administrative processes are completed accurately and on time.

Key responsibilities

Manage incoming and outgoing telephone calls, emails, memorandums and letters for Deputy Directors, including taking messages and distributing documents to relevant officers.

Coordinate appointments, meetings, discussions, presentations and interviews, including venue bookings, meeting materials and reminders.

Maintain the Deputy Director's work schedule by recording incoming work, monitoring deadlines and tracking outstanding items.

Coordinate official travel arrangements, including claims, flights, accommodation, visas, itineraries and relevant travel information.

Provide general administrative support, including photocopying, scanning, binding, typing, editing, document distribution and updating department data repositories.

Review documents submitted for Deputy Director approval or clearance, identify errors and ensure amendments are completed promptly in line with organisational policies.

Maintain the section calendar, including staff attendance, leave, training, seminars, workshops, conferences and meetings.

Arrange and coordinate meetings and appointments, manage meeting and discussion rooms, and ensure rooms are clean and tidy before and after meetings.

Arrange refreshments for meetings and support the coordination of events, knowledge-sharing activities and in-house learning programmes.

Prepare event materials and invitations, follow up with invitees and record visitor information in the Visitors Management System.

Assist with staff applications for unrecorded leave, time-off, leave-in-lieu and medical leave.

Liaise with IT or the Helpdesk on issues involving Deputy Directors' laptops and iPads.

Maintain the cleanliness and tidiness of the section, department office area and pantry.

Support procurement, invoice management, expense administration and budget-related activities under the department's operational processes.

Provide support for projects and other tasks assigned by the department.

What we're looking for

Diploma in Office Management and Technology, Executive Secretaryship, Secretarial Science or an equivalent qualification.

Qualification from an institution recognised or approved by the Malaysian Qualifications Agency.

Preferably one year of relevant working experience in secretarial or administrative support.

Strong organisational skills with the ability to manage schedules, deadlines, meetings and multiple administrative tasks.

Careful attention to detail when reviewing documents, coordinating arrangements and maintaining records.

Good written and verbal communication skills for handling correspondence and liaising with officers, service providers and visitors.

Ability to maintain confidentiality and work professionally when supporting senior management.

Hexamatics is a leading regional provider of Human Resources Outsourcing (PEO and EOR) services. We provide the full suite of professional and comprehensive services through state of the art technology to help companies achieve peak performance with their human capital. Our offices span across Asia, from Singapore to Nepal, with the headquarters situated in Kuala Lumpur, Malaysia. Our clients include leading international and regional corporations in all industries. Through utilising our diverse offices and services, our team continues to successfully deliver projects all over the world.

Hexamatics is a leading regional provider of Human Resources Outsourcing (PEO and EOR) services. We provide the full suite of professional and comprehensive services through state of the art technology to help companies achieve peak performance with their human capital. Our offices span across Asia, from Singapore to Nepal, with the headquarters situated in Kuala Lumpur, Malaysia. Our clients include leading international and regional corporations in all industries. Through utilising our diverse offices and services, our team continues to successfully deliver projects all over the world.