Project Secretary

Airswift; Pasir Gudang; On-site; MYR 60,000 - 72,000; Full time

Job summary

Airswift in Pasir Gudang, Johor, Malaysia is seeking a PROJECT SECRETARY MANAGING CLIENTS / CALLS to support managers by handling calls, coordinating calendars, arranging meetings, and organizing travel.

The role also covers inbound mails, documents, filing, minutes, budget tracking for the department, and ensuring smooth office operations. Candidates should have a diploma and over five years in a similar capacity.

Qualifications

• More than five years of experience in a similar capacity.
• Strong secretarial and administrative skills.
• Excellent organisational and communication abilities.

Responsibilities

• Make and receive calls for managers.
• Support diaries, meetings and travel arrangements.
• Handle inbound mails and documents management.
• Maintain filing systems and archives; track department materials.
• Assist with staff expense claims and office supplies management.

Education

Diploma in Executive Secretarial or equivalent

Job description

PROJECT SECRETARY MANAGING CLIENTS / CALLS

Make and receive calls for the managers. Managing the clients/guests/visitors for the managers.

MANAGING DIARIES/EVENTS

Support the managers in arranging meeting and appointments. Take minutes of team meeting occasionally, whenever required. Book venues, refreshments and equipment for team meetings. Make travel arrangements (transportations, hotels etc.).

INBOUND MAILS / DOCUMENTS MANAGEMENT

Track and distribute the relevant outbound and inbound mails/documents.

FILING AND RECORD MANAGEMENT

Maintain hardcopy/paper/ electronic filing systems and archives and keep core materials up to date. Create and maintain reference document for filing system. Keep stock of stationary supplies. Apply/Prepare Guarantee Letter (GL). Assist with staff’s expense claims.

MANAGING TEAM/MEETINGS

Distribute relevant documentation for projects and meetings. Maintain proper attendance and track report for the team/department. Maintain office supplies inventory i.e. stationeries etc. and anticipate needed supplies. Keep track of department/team budget.

EXPERIENCE

More than five (5) years of experience in similar capacity.

QUALIFICATION

Diploma in Executive Secretarial or equivalent.