Secretarial Specialist

Time dotCom Berhad; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job description

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This position reports to: HeadofCosec

Overview:

Responsible for organizing meetings and accurately recording meeting deliberations, decisions, and action items, ensuring a clear and concise record of the meeting.

Organize meetings according to the cadence agreed or as requested by the relevant chairpersons.

Attending meetings: Actively participate in meetings, listening attentively and observing discussions.

Taking thorough notes: Clearly and concisely capture key points, discussions, decisions, and action items.

Preparing minutes: Draft the minutes, ensuring accuracy, clarity, and completeness.

Distributing minutes: Circulate the minutes to meeting attendees or relevant parties within the turnaround time.

Collaborating with meeting requestor: Work with the requestor to understand the objectives, context, and desired outcomes of meetings.

Maintaining records: Keep accurate records of all meeting minutes and related documents, ensuring proper safekeeping and ease of future retrieval.

Providing support: Offer assistance with other administrative tasks as needed.

All you need:

- A bachelor's degree in Business Administration, Communications, or a related field, with 3 to 5 years of related working experience.

- High proficiency in written and spoken English.

- Previous experience in informal minutes taking, preferably for a Board or Committee, or similar high-level meetings.

- Strong active listening skills: The ability to attentively listen to and understand discussions, and to capture and summarize complex discussions accurately.

- Note-taking proficiency: Skills in efficient note-taking techniques, such as shorthand or bullet points.

- Writing skills: Ability to write clearly, concisely, and accurately.

- Organizational skills: Ability to organize information and prepare well-structured minutes.

- Communication skills: Ability to communicate effectively with attendees.

- Attention to detail: Accuracy in capturing information and preparing minutes.

- Time management: Ability to meet deadlines for preparing and distributing minutes.

- Ability to work within tight timescales, think on your feet, solve problems, and work calmly, professionally, and positively in a busy environment.

- Ability to maintain confidentiality at all times and handle confidential data in a sensitive manner.

- Ability to work effectively and positively with team members, using initiative when required.

- Ability to work without direct supervision.

*Only shortlisted candidates will be notified.

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