Secretary to Executive Director

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

Job summary

A leading company in Selangor is seeking a Secretary to provide administrative support to its Executive Director. The role involves managing schedules, coordinating communication, and organizing travel arrangements. Ideal candidates are resourceful problem-solvers with excellent communication skills in English and Mandarin. The position requires a good working attitude, punctuality, and a pleasant personality to interact effectively with stakeholders.

Qualifications

• Enjoy working in a fast-paced environment.
• A good and effective problem-solver with a likeable personality.
• Pleasant personality, independent and resourceful.

Responsibilities

• Manage the Director's calendar and appointments.
• Coordinate and screen all communications.
• Prepare reports, letters, and presentations for review.
• Organize travel arrangements and itineraries.
• Coordinate meetings, agendas, and take minutes.
• Draft and prepare correspondence.
• Maintain records and ensure accuracy.
• Act as a liaison between the Director and stakeholders.
• Undertake miscellaneous tasks as assigned.

Skills

Problem-solving

Good communication skills

Punctuality

Teamwork

Self-discipline

Initiative

Job description

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

Job Description

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)