Executive Secretary

RHB Bank Berhad; Malaysia; On-site; MYR 36,000 - 60,000; Full time

Job summary

RHB Bank Berhad is seeking a detail-oriented Secretary/Administrative Assistant to support the Head with correspondence, calendar management and business reports in a dynamic financial services setting.

You will handle confidential communications, organize meetings, prepare summaries and assist with office administration and ad hoc projects as required.

Responsibilities

• Handle all phone calls, general information, queries, mails, reports and confidential correspondences, prioritising urgent items.
• Direct correspondences to internal staff with instructions for replies; determine which items to handle and draft responses for Head's approval.
• Review and format business correspondence, memos and letters for Head's approval, ensuring accuracy and policy consistency; follow up to meet deadlines.
• Manage Head's calendar, prioritise meetings by importance, coordinate meetings and events.
• Organise meetings, take minutes and summaries; ensure Head is prepared with materials and slides.
• Maintain Head's business reports, submissions, project priorities and board memberships.
• Prepare background information, summaries, reports and briefing papers for appointments and meetings to assist decision-making.
• Process records and forms, requisitions for office supplies, and provide admin support.
• Maintain records and administration.
• Responsible for office administration, staff (if any) and maintenance.
• Provide backup to other Secretaries/EAs when required.
• Handle ad hoc projects and tasks.

Job description

Manage Correspondence Including Business Correspondence

• Handle all phone calls, general information, queries, mails, reports, business documents and all confidential correspondences, highlighting and prioritizing urgent correspondence
• Direct correspondences and documents to the appropriate internal staff with instructions and/or suggestions for a suitable reply. Determines which correspondences can be handled by self and takes initiative in drafting responses for the Head's approval.
• Reviews, proofreads and formats all business correspondence, recommendation papers, memos, letters, prepared for the Head's approval / decision to ensure accuracy and completeness, as well as consistency to the Group / Business policy standards. Exercises good judgment in following up with staff to ensure deadlines are met on documents requiring approval.

Manage Head's Calendar and Business Events

• Manages and maintains the Head's calendar, prioritize meetings according to the level of importance, coordinate full range of meeting and event arrangement, effectively.
• Organizes and attends meetings, takes minutes and produces meeting summaries, if required, and ensures that the Head is well prepared for the meetings (i.e. print relevant material, set up slides).
• Maintains and tracks Head's business reports, submission papers, priority lists of projects, board memberships and other responsibilities.

Provide Business Support

• Conducts research, compiles data, prepares and provides background information, meeting summaries, business related reports, briefing papers, presentations and other supporting documents in preparation for scheduled appointments, meetings, speaking engagements and to assist the Head's in his / her decision-making process

Admin

• Processes records and forms, requisitions for office supplies, and performs other administrative support procedures for effective office management
• Maintains effective records and administration
• Responsible for all office administration, administration of staff (non-clerical / driver, if any) and office maintenance
• Back-up and support to other Secretary/EA, if required
• All other adhoc projects / tasks / assignments

A mantra for our clients, customers, partners and every member of the RHB family. Yes, you. Our employees are one of the reasons we are here today. Dynamic, forward-thinking and progressive, there is a reason why we are an award-winning financial institution. Join us today and be a part of a winning family. At RHB, we take pride in our people and our teams. Great relationships built on trust, a 'leading it right' environment, challenging assignments and a culture of excellence are the pillars to the dynamic and diversified workplace we call home. As we grow towards realising our aspirations, we promise a workplace built on the five pillars - RHB Cares; RHB Leads; RHB Inspires; RHB Progresses; and RHB Rewards.