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Junior Secretary

Rafulin Holdings

Kuala Lumpur

On-site

MYR 20,000 - 100,000

Full time

4 days ago

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Job summary

An established industry player is seeking a dedicated Administrative Assistant to support the Managing Director and senior management team. This role is crucial for ensuring smooth operations, from managing schedules and travel arrangements to handling confidential documents and liaising with stakeholders. The ideal candidate will possess strong communication skills, a background in office management, and proficiency in Microsoft Office. Join a dynamic team that values commitment and professionalism, and contribute to exciting projects in a supportive environment. This position offers opportunities for growth and development within a forward-thinking organization.

Benefits

Medical Insurance

Dental Insurance

Parking

Group Term Life Insurance

Group Hospital Insurance

Qualifications

Strong background in office management and communication.
Ability to maintain confidentiality and interact professionally.

Responsibilities

Organize schedules and meetings for the Managing Director.
Assist with travel arrangements and manage correspondence.
Prepare minutes and ensure compliance with regulations.

Skills

Office Management

Communication Skills

Microsoft Office

Multitasking

Confidentiality

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Telephone Systems

Job incumbents would generally be carrying out tasks delegated by the Managing Director, and other Senior Management teams. Responsibilities include providing administrative and clerical assistance to professionals, creating memorandums, greeting visitors, answering telephones, keeping schedules, making travel arrangements, and organizing company events. Job incumbents also will be required to work on extended hours (as and when required) in matters which require dealing with overseas correspondence in different time zones i.e. MDs traveling abroad, Civil Aviation Agencies, Bankers, Property Managers, Tax Agents, and other overseas stakeholders. Provide assistance to MD’s Executive Secretary/ Personal Assistant as the liaison between the Company’s Board of Directors / Senior Management team and all relevant stakeholders.

Job Descriptions:

Schedule Management: Organize daily meetings and schedules for the Managing Director (MD).

Guest Interaction: Interact with MD’s visitors and provide hospitality services to guests.

Company Secretarial Matters: Prepare minutes, resolutions, and relevant forms/returns. Ensure compliance with the Companies Act 2016 and other relevant regulations.

Information Delegation: Delegate information to the appropriate department within the organization in a timely manner.

Taxation Assistance: Assist in preparing and compiling the MD’s personal tax returns in Malaysia and overseas.

Travel Arrangements: Arrange travel schedules, visa applications, logistics, and email correspondences as needed.

Private Jet and Helicopter Management: Manage flight logistics, permit applications, crew visas, transport, ground handling, and catering.

Regulatory Liaison: Liaise with statutory bodies and authorities such as Civil Aviation Authority of Malaysia (CAAM), Federal Aviation Authority (FAA), and Transport Security Administration (TSA).

Property Management: Oversee the management of properties in Malaysia and overseas.

Document Management: Maintain confidential documents, implement effective filing systems, and ensure safekeeping of important documents.

Banking Matters: Handle personal and corporate banking matters in Malaysia and overseas.

International Liaison: Coordinate with embassies and overseas business contacts and schedule meetings.

Festive Arrangements: Prepare, arrange, and deliver festive gifts to stakeholders.

Correspondence: Produce and distribute memos, letters, and reports.

Financial Support: Assist with monthly commitment payments, manage accounts payable, and maintain bookkeeping.

Inheritance Matters: Provide support with inheritance-related tasks.

Education Applications: Assist with applications to overseas boarding schools.

Professionalism: Maintain strict confidentiality and interact professionally with all levels of management and staff.

Special Assignments: Undertake special assignments, ad hoc functions, and other related duties as required.

Administrative Support: Ensure smooth running of the office by supporting secretarial, administrative, and operational matters.

Job Requirements:

Bachelor’s Degree in Business Administration Or Any Other Principal

Candidates must have strong written and oral communication skills, as well as a strong background in office management.

Good written English and a professional telephone manner are essential.

Knowledge of Microsoft Office programs including Microsoft Word, Excel, and Power Point is important.

Familiarity with various telephone systems. The candidate will be trained in these areas.

Candidate must also work well under pressure, multitask with efficiency, and feel comfortable making phone calls.

How do your skills match this job?

Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as a secretary? Do you have secretarial experience? How would you rate your English language skills?

Rafulin Holdings Sdn Bhd (“Rafulin”) is an investment holding company with subsidiaries involved in toll road concession, construction, renewable energy and project management.

The driving force behind the company is a core of dedicated, hands-on management professionals whose experience spans decades of major diversified projects in Malaysia and other continents including the Light Rail Transit system across greater Kuala Lumpur, Express Rail Link linking the KL International Airport and the capital city, major inter and intra-urban tolled and non-tolled highways and few public universities in Malaysia and in the Middle East, as well as comprehensive maintenance of facilities involving aircrafts and hospitals. The team maintains a strong foundation of trust and mutual respect generated through strong relationships and partnership with clients, subcontractors and suppliers. A company-wide policy encouraging shared performance responsibility ensures the highest degree of professional service and results on all projects undertaken.

The Group focuses on expanding its concession investments which are an integral part of its business strategy to balance income portfolio and to increase long term recurring revenue stream. The Group continues to develop its construction and project management arm to provide synergy to its concession business. The Group persists in exploring new business opportunities globally having armed with its team of professionals and expertise in concession business, construction and project management.

Join us and work with a dynamic team. We are searching for highly committed and enthusiastic candidate in developing the Company.