Secretary to Executive Director

NCT Group; Selangor; On-site; MYR 250,000 - 300,000; Full time

Job summary

A leading company in Malaysia is seeking a Secretary to the Executive Director. This role involves providing crucial administrative support including managing the Director's calendar, coordinating communications, and organizing travel arrangements. The ideal candidate should possess excellent organizational skills, be resourceful, and exhibit a pleasant personality. Proficiency in English and Mandarin is essential for interacting with clients. This position is pivotal in ensuring the smooth operation of the executive's office.

Responsibilities

• Manage the Director's Calendar: Schedule and organize appointments.
• Coordinate and screen communications including emails and calls.
• Prepare reports, letters, and presentations for the Director.
• Plan and organize travel arrangements including flights and accommodation.
• Organize agendas and take minutes for meetings.
• Draft and prepare correspondence, responding to inquiries.
• Maintain and update records, files, and databases.
• Maintain confidentiality when handling sensitive information.
• Act as liaison between the Director and other stakeholders.
• Undertake miscellaneous tasks assigned by the Director.

Skills

Good working in a fast-paced environment

Responsibilities, punctuality, teamwork, self-discipline

A good and effective problem-solver

Pleasant personality, independent and resourceful

Good oral and written communication skills

Job description

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:

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.

Qualifications

• Good working in a fast-paced environment
• Responsibilities, punctuality, teamwork, self-discipline, a 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 requires to deal with Mandarin speaking clients)