Secretary to Executive Director

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

Job summary

A leading firm in Selangor is looking for a Secretary to support its Executive Director. The role involves managing the Director's calendar, handling communications, and preparing important documents. The ideal candidate should have strong problem-solving and communication skills, be proficient in English and Mandarin, and thrive in a fast-paced environment.

Qualifications

• Enjoys working in a fast-paced environment.
• Has a pleasant personality and works well independently.
• Effective in written and oral communication in English and Mandarin.

Responsibilities

• Manage the Director's calendar and appointments.
• Coordinate and screen communications.
• Prepare reports, documents, and presentations for review.
• Plan travel arrangements including flights and accommodations.
• Organize meetings, agendas, and minute-taking.
• Draft correspondence and respond to inquiries.
• Maintain records, files, and databases.
• Ensure confidentiality when handling sensitive information.
• Act as liaison between the Director and other stakeholders.
• Perform miscellaneous tasks as assigned by the Director.

Skills

Problem-solving

Communication skills

Teamwork

Self-discipline

Initiative

Job description

Overview

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

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

• 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)