Executive, Secretary & Administration

HICOM HBPO; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading company in Malaysia is seeking an experienced secretary to provide day-to-day administrative support for Executive Committee members. Responsibilities include managing calendars, coordinating meetings, updating organizational charts, and ensuring effective communication with stakeholders. The ideal candidate should possess strong organizational skills and proven experience in administrative roles. This position is vital for maintaining the workflow within the executive team and requires attention to detail and proficiency in managing expenses and travel arrangements.

Qualifications

• Proven experience in administrative support or secretarial duties.
• Strong communication skills for effective stakeholder interaction.
• Ability to manage calendars and schedule appointments.

Responsibilities

• Perform day-to-day secretarial duties for Executive Committee members.
• Ensure smooth communication with stakeholders.
• Manage calendars and schedule meetings.

Job description

1. Perform day-to-day secretarial duties and administrative support for Executive Committee members.

2. Ensure smooth communication between Executive Committee members and internal or external stakeholders.

3. Manage calendars for Executive Committee members, including appointment scheduling and meeting invitations.

4. Participate in Management meetings and act as minute taker, ensuring important points be noted and timely distribution of minutes to all participants.

5. Coordinate Board meetings, including but not limited to agendas, materials, and logistics.

ADMIN

1. Update the organization chart as and when required.

2. Provide monthly attendance report.

3. Ensure the upkeep and maintenance of the office environment, including monitoring cleanliness, coordinating repairs, and managing office facilities to provide a safe and efficient workspace.

4. Liaise with travel agents for travel, accommodation, and transportation arrangements for stakeholders and employees.

5. Prepare the travelling and expenses claims for Executive Members.

6. Maintain accurate data and documents for record-keeping and compliance purposes.