Office Administration jobs in Malaysia

iMasFinance is a Financial Services Cooperative. We are looking for a Team Assistant (Personal Assistant or PA to Executives). This position reports to the Managing Executive: iLend (Financing and Loans Division) and Group Manager: Corporate Marketing and Communication. The successful candidate will be an innovative, dynamic and energetic self-starter with seasoned experience in serving Executive or Senior Management level.

In support of the iMasFinance transformation strategy, preference will be given to candidates from the designated groups.

To provide high-level administrative support to Executives and Senior Management by performing secretarial and clerical functions; organizing and coordinating resources, meetings and gatherings; preparing, collating and distributing reports, meeting packs and minutes; following-up and following through on decisions, actions and plans from meetings; handling correspondence, storing, archiving, retrieving and distributing information and records; and providing an excellent service to customers and visitors.

• Manage and maintain Executive's/Group Manager's schedule/diary.
• Compile data and prepare papers for consideration and presentation by executives, committees and board of directors.
• Make travel arrangements for Executives/Group Managers.

• Prepare invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheets, database or presentation software.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Perform general office duties such as ordering supplies, maintaining records and performing basic bookkeeping work.
• File and retrieve corporate documents, records and reports.
• Open, sort and distribute incoming correspondence.
• Prepare agendas and make arrangements, such as coordinating venues and catering for meetings.
• Interpret administrative and operating policies and procedures for employees.

• Answer phone calls and direct calls to appropriate parties or take messages.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.

• Complete and execute agreed Performance Contract.
• Complete Individual Development Plan.
• Attend learning and development courses/interventions.
• Participate in peer and team learning initiatives.

• Matric (Languages/Accounting/ Mathematics): Essential
• Certificate/Diploma in Administration/Secretarial or related field: Essential
• Computer literacy (MS Office)
• Code 8 (EB) driver’s license (manual transmission vehicle)

• 5 years’ operational experience in office administration or secretarial environment or related field: Essential
• 5 years’ operational experience in financial services environment (e.g. banking / lending / financing / insurance institutions): Essential
• 3 years operational experience as Personal Assistant (PA) to senior management or executives: Essential

• Clerical and secretarial skills
• Office administration and management
• Customer and personal service
• Multilingual (ability to communicate in English and at least two or more South African Official Languages)
• Relationship building and stakeholder interaction and engagement
• Exceptional writing, reading, verbal communication and presentation skills
• Perseverance, Resilience, Assertiveness
• Active listening and critical thinking skills
• Time management, scheduling, organizing and coordinating skills
• Typing, filing, record keeping and archiving skills
• Monitoring, follow-up and follow-through skills
• Trust, Innovation, Teamwork, Ownership values