Secretary to Executive Director

NCT Group Of Companies; Puchong; On-site; MYR 250,000 - 300,000; Full time

Job summary

A leading company in Puchong is seeking a Secretary to Executive Director to provide administrative and secretarial support. Responsibilities include managing the Director's calendar, handling communications, preparing documents, and organizing travel plans. The ideal candidate should possess good communication skills in English and Mandarin, with a pleasant personality and a proactive attitude. This is a dynamic role suitable for someone who thrives in a fast-paced environment.

Qualifications

• Enjoy working in a fast-paced environment.
• Independent and resourceful personality.
• Good working attitude and initiative.

Responsibilities

• Manage the Director's calendar and schedule appointments.
• Coordinating and screening all communications.
• Preparing reports, letters, and presentations.
• Organizing travel arrangements and itineraries.
• Taking minutes and following up on meetings.

Skills

Problem-solving

Communication skills (English)

Communication skills (Mandarin)

Teamwork

Punctuality

Self-discipline

Job description

Job Overview

The role of a Secretary to Executive Director involves providing administrative and secretarial support to a company's director or executive.

Job Description

The job description may vary depending on the organization, but the following are some typical duties and responsibilities:

• Manage the Director's Calendar: Scheduling and organizing appointments, meetings, and events for the Director.
• Communication Management: Coordinating and screening all communications, including emails, phone calls, and letters, and handling them as appropriate.
• Document Management: Preparing reports, letters, presentations, and other documents for the Director's review and approval.
• Travel Arrangements: Planning and organizing travel arrangements, including flights, accommodation, and transportation.
• Meeting Coordination: Organizing and preparing agendas, taking minutes and following up on action points from meetings.
• Correspondence Management: Drafting and preparing correspondence, responding to inquiries, and ensuring timely responses to requests.
• Filing and Record-Keeping: Maintaining and updating records, files, and databases, and ensuring that they are accurate and up-to-date.
• Confidentiality Management: Maintaining confidentiality and discretion at all times, especially when handling sensitive or confidential information.
• Liaison: Acting as the liaison between the Director and other staff members, external stakeholders, and clients.
• Miscellaneous Tasks: Undertaking any other duties as assigned by the Director, which may include personal errands or special projects.

Job Requirements

• Enjoy working in a fast paced environment
• Responsibility, Punctuality, Team Work, Self Discipline, Good working attitude, Initiative
• A good and effective problem-solver with a likeable personality
• Pleasant personality, independent and resourceful person
• Good oral and written communication skills: English, Mandarin (as the role require to deal with Mandarin speaking clients)