Secretary, Hospitality Division

Unique Harvests Sdn. Bhd.; Miri; On-site; MYR 100,000 - 150,000; Full time

Job summary

A hospitality management firm based in Miri, Malaysia, is looking for an Administrative Assistant to support the COO with various administrative tasks. The ideal candidate will have a diploma in Business Administration and a minimum of 2-3 years of experience in a similar role. Key responsibilities include managing schedules, handling confidential information, and ensuring smooth operations across departments. Proficiency in Microsoft Office and exceptional organizational skills are essential for success in this role. The company values high integrity and confidentiality.

Qualifications

• Minimum 2-3 years of experience in secretarial or administrative roles, preferably supporting senior management.
• Strong documentation, filing, and coordination skills.
• Excellent communication and interpersonal skills.

Responsibilities

• Ensure day-to-day administrative needs are fulfilled.
• Prepare schedules and reports for stakeholders.
• Maintain the personal files of executives.

Skills

Confidentiality

Communication

Interpersonal skills

Organizational skills

Proactivity

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Overview

To assist and be responsible for the administrative and general assignments from COO and of the division. To ensure the efficiency of the administration of the division. To cooperate with other divisions in order to ensure the smooth operation and management of the hotel.

Responsibilities

• Administrative — Ensure that the day-to-day administrative needs of the departments are fulfilled.
• Administrative — Perform duties within the framework defined by the norms of the Company and within the Division's internal regulations.
• Administrative — Keep confidential information CONFIDENTIAL.
• Administrative — Responsible for rendering secretarial and clerical services for the COO as required.
• Administrative — Prepare respective schedules and reports that will be internally distributed or submitted to stakeholders, as established by the COO.
• Administrative — Take down and transcribe minutes of meetings (Division meetings and dictation from the COO); to be handed on the same day unless a late afternoon meeting.
• Administrative — Prepare correspondence such as fax, letter, memo, etc., with a coding system for tracking.
• Administrative — Open and dispatch mails related to the departments.
• Administrative — Keep acquainted with the COO's activities to assist in discerning priorities.
• Administrative — Input data into computer systems as required.
• Administrative — Arrange appointments for the COO and remind them of appointments and meetings.
• Administrative — Handle incoming/outgoing telephone calls and faxes diligently.
• Administrative — Handle all contract listings such as Owner contract, Division contact, Hotel contact and other supplier companies, etc.
• Administrative — Manage leave application records of all executives and management (annual, sick, public holiday) for Divisional Leaders.
• Administrative — File and maintain the personal files of executives in the Executive Office, and file documents based on the coding system.
• Administrative — Perform special duties as required by the COO.
• Administrative — Travel when required to other hotels for meetings based on the COO's directives.
• Administrative — Arrange travel for the COO and VPs for all business trips.
• Commercial — Create a professional image for the Division both on the telephone and in person.
• Human Responsibilities — Handle human relations queries from employees, colleagues and stakeholders; ensure employee complaints and needs are relayed to the General Manager.
• Human Responsibilities — Act as a screen to the General Manager in view of clients and subordinates.
• Relations — Report directly to the COO and designated during the COO's absence.
• Replacements & Temporary Mission — Perform other related duties and special projects as required by the COO, both within and outside the office.

Relevancy of the role description

The above key areas, responsibilities and activities reflect the items considered necessary to describe the principal functions of the job identified and shall not be constructed as a detailed description of all work requirements that may be inherent in the job.

Requirements

• Education — Diploma or Degree in Business Administration, Office Management or equivalent (aligned with Admin Assistant qualification).
• Experience — Minimum 2-3 years of experience in secretarial or administrative roles, preferably supporting senior management.
• Technical Skills — Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); strong documentation, filing and coordination skills.
• Soft Skills & Attributes — High level of confidentiality and integrity; excellent communication and interpersonal skills; well-organized, proactive and able to manage multiple priorities.