Executive Secretary cum Office Coordinator

Quantum Infrastructure Partners Sdn Bhd; Kuala Lumpur; On-site; MYR 30,000 - 60,000; Full time

Job summary

Join a forward-thinking company as an Executive Secretary cum Office Coordinator, where you will provide essential administrative support to senior management. This role involves coordinating meetings, managing correspondence, and ensuring smooth office operations. You will play a key role in enhancing communication across various departments while contributing to the overall efficiency of the organization. If you have a proactive attitude and excellent interpersonal skills, this is a fantastic opportunity to grow in a dynamic environment that values your contributions and offers a comprehensive benefits package.

Benefits

Medical Insurance

Dental Insurance

Holidays

Upskilling Opportunities

Qualifications

• At least 5 years of experience in a related field.
• Proficient in English and Bahasa Melayu with good written communication skills.

Responsibilities

• Prepare and manage correspondence, reports, and documents.
• Organize and coordinate meetings, conferences, and travel arrangements.
• Maintain schedules and calendars.

Skills

Communication Skills

Analytical Skills

Problem-Solving Skills

Interpersonal Skills

Education

Diploma in Business Studies/Administration

Higher/Graduate Diploma

Post Graduate Diploma

Job description

Executive Secretary cum Office Coordinator

This position provides administrative and office support to the CEO/Managing Partner of the firm by conducting and organizing administrative duties and activities. The role involves working closely with the managers of investment companies and shareholders.

Job Function (Secretarial)

1. Prepare and manage correspondence, reports, and documents
2. Organize and coordinate meetings, conferences, and travel arrangements
3. Take, type, and distribute minutes of meetings
4. Maintain schedules and calendars
5. Arrange and confirm appointments
6. Organize internal and external events
7. Coordinate the flow of information internally and externally
8. Coordinate reports between all companies, including managing senior managers of subsidiaries
9. Maintain workflow by studying methods, implementing cost reductions, and developing reporting procedures
10. Maintain professional and technical knowledge through workshops and reviewing publications
11. Contribute to team efforts by accomplishing related results as needed

Job Function (Administrative)

1. Handle incoming mail and materials
2. Set up and maintain filing systems
3. Communicate verbally and in writing to answer inquiries and provide information
4. Liaise with internal and external contacts
5. Create and revise systems and procedures by analyzing operating practices, recordkeeping, forms control, office layout, and requirements; implement changes
6. Develop administrative staff through training and growth opportunities
7. Resolve administrative problems by coordinating report preparation, data analysis, and solutions
8. Ensure operation of equipment through preventive maintenance, repairs, and inventory management
9. Maintain supplies inventory by checking stock levels, anticipating needs, and placing orders
10. Complete operational requirements by scheduling and assigning projects

Requirements

• Candidate must possess at least a Diploma, Higher/Graduate Diploma, Post Graduate Diploma, Secretarial, Business Studies/Administration or equivalent
• At least 5 years of experience in a related field
• Proficient in English and Bahasa Melayu with good written communication skills
• Excellent interpersonal skills and ability to communicate across all levels of staff and management
• Pro-active with proven analytical and problem-solving skills

Primary Location

Schedule

Full-time

Job Type

Standard

Offers a full range of benefits including medical, dental, holidays, upskilling, and others.