Secretarial Specialist

TIME dotCom Berhad; Shah Alam; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented professional to manage meeting documentation. This role involves organizing meetings, capturing key discussions, and drafting clear minutes for high-level meetings. The ideal candidate will possess strong active listening and writing skills, along with the ability to maintain confidentiality. Join a dynamic environment where your organizational abilities will contribute to effective communication and decision-making processes. If you thrive in a fast-paced setting and enjoy supporting executive functions, this opportunity is perfect for you.

Qualifications

• 3 to 5 years of related working experience in a similar role.
• High proficiency in written and spoken English.

Responsibilities

• Organise and participate in meetings, accurately capturing discussions and decisions.
• Prepare and distribute meeting minutes within turnaround time.

Skills

Active Listening

Note-taking

Writing Skills

Organisational Skills

Communication Skills

Attention to Detail

Time Management

Problem Solving

Education

Bachelor's Degree in Business Administration

Bachelor's Degree in Communications

Job description

This position reports to : Head of Cosec

Overview:

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

Your worklife:

1. Organise meetings according to the cadence agreed or as requested by the relevant chairpersons
2. Attending meetings: Actively participate in meetings, listening attentively and observing discussions.
3. Taking thorough notes: Clear and concisely capture key points, discussions, decisions, and action items.
4. Preparing minutes: Draft the minutes, ensuring accuracy, clarity, and completeness.
5. Distributing minutes: Circulate the minutes to meeting attendees or relevant parties within turnaround time.
6. Collaborating with meeting requestors: Work with the requestors to understand the objectives, context, and desired outcomes of meetings.
7. Maintaining records: Keep accurate records of all meeting minutes and related documents and ensure proper safe-keeping and ease for future reference/retrieval.
8. Providing support: Offer assistance with other administrative tasks as needed.

All you need:

1. A bachelor degree in Business Administration, Communications, or a related field, with 3 to 5 years of related working experience.
2. High proficiency in written and spoken English.
3. Previous experience in formal minutes-taking, preferably for a Board or Committee, or similar high-level meetings.

Essential Skills:

1. Strong active listening: The ability to attentively listen to and understand discussions, and to capture and summarise complex discussions accurately.
2. Note-taking: Proficiency in efficient note-taking techniques, such as shorthand or bullet points.
3. Writing Skills: Ability to write clearly, concisely, and accurately.
4. Organisational skills: Ability to organize information and prepare well-structured minutes.
5. Communication skills: Ability to communicate effectively with attendees.
6. Attention to detail: Accuracy in capturing information and preparing minutes.
7. Time management: Ability to meet deadlines for preparing and distributing minutes.
8. Ability to work to tight timescales, think on feet, problem solve, work calmly professionally and positively in busy environment.
9. Ability to maintain confidentiality at all times and ensuring that confidential data is handled in a sensitive manner.
10. Able to work effectively and positively with team members, using initiative when required.
11. Able to work without direct supervision.

*Only shortlisted candidates will be notified