Senior Admin Executive

Intrinseque Health; Malacca City; On-site; MYR 42,000 - 72,000; Full time

Job summary

Intrinseque Health Pte Ltd in Melaka is seeking a Senior Admin Executive to take ownership of complex administrative operations, coordinate between departments, and ensure the office runs efficiently. You will provide comprehensive secretarial support to senior management and key stakeholders, organize meetings and events, and maintain accurate filing systems.

This role requires meticulous organisation, strong English communication, and the ability to mentor junior staff.

Qualifications

• Minimum 2+ years in an administrative or secretarial role.
• Excellent organisational and time-management skills.
• Proficient in Microsoft Office and office systems.
• Strong written and verbal English; other languages advantageous.
• Ability to manage complex schedules across multiple stakeholders.
• Attention to detail and accuracy in all work.
• Professional demeanour with strong interpersonal skills.
• Experience in healthcare or professional services is desirable.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Demonstrated leadership to mentor junior staff.
• Familiarity with document management systems and databases.
• Problem-solving mindset and willingness to improve processes.

Responsibilities

• Coordinate administrative operations across departments for smooth workflows.
• Provide secretarial support to senior management and key stakeholders.
• Organise meetings, conferences, and events with logistics and documentation.
• Maintain filing systems, databases, and records securely.
• Handle correspondence and communications on behalf of the organisation.
• Prepare reports and presentations as required.
• Manage office supplies, equipment, and vendor relationships.
• Oversee reception and visitor management.
• Train and supervise junior administrative staff.
• Implement and maintain administrative procedures and policies.
• Assist with budget tracking and expense management.
• Support special projects and ad hoc tasks.

Skills

Admin coordination

Secretarial support

MS Office

Scheduling

Document management

Leadership

Confidentiality

Communication

Healthcare experience

Job description

About the role

Intrinseque Health is seeking a Senior Admin Executive to join our dynamic team in Melaka. This is a pivotal administrative position that will serve as a key operational support function across the organisation. As Senior Admin Executive, you will be responsible for managing complex administrative operations, coordinating between departments, and ensuring that our office runs efficiently and effectively. This role is essential to the smooth functioning of Intrinseque Health and offers the opportunity to make a significant impact on our daily operations and strategic initiatives.

Key responsibilities

• Manage and coordinate administrative operations across multiple departments, ensuring smooth day-to-day workflow and efficient resource allocation
• Provide comprehensive secretarial and administrative support to senior management and key stakeholders
• Organise and coordinate meetings, conferences, and events, including scheduling, logistics, and documentation
• Maintain and manage filing systems, databases, and records to ensure accurate and secure information management
• Handle correspondence, emails, and communications on behalf of the organisation, maintaining professional standards
• Prepare and process reports, presentations, and other documentation as required
• Manage office supplies, equipment, and vendor relationships to optimise operational efficiency
• Oversee reception and visitor management, representing the company professionally
• Train and supervise junior administrative staff, fostering a collaborative and efficient team environment
• Implement and maintain administrative procedures and policies in line with company standards
• Assist with budget tracking and expense management for administrative functions
• Support special projects and ad hoc tasks as required by senior management

What we're looking for

• Minimum 2+ years of experience in an administrative or secretarial role.
• Excellent organisational and time-management skills, with the ability to prioritise multiple tasks effectively
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management systems
• Strong written and verbal communication skills in English; proficiency in additional languages is advantageous
• Proven ability to manage complex schedules and coordinate across multiple stakeholders
• Excellent attention to detail and commitment to accuracy in all work
• Professional demeanour with strong interpersonal skills and the ability to work with diverse teams
• Experience in a healthcare or professional services environment is highly desirable
• Ability to maintain confidentiality and handle sensitive information with discretion
• Demonstrated leadership qualities and capability to mentor and support junior staff members
• Proficiency in document management systems and database administration is preferred
• Problem-solving mindset with the ability to identify process improvements and implement solutions