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Objectives of the Position
Support supervisor by providing professional business administrations
Others
Requirements
- According to company procedures, independently perform clerical, administrative, and general office duties of confidential nature in some situations typically for teams by discipline with the aim to facilitate the operations of the unit in information flows and formal people interactions, e.g. meetings, workshops, conference
- Support supervisor by providing secretarial and administrative supports in a well-organized (e.g. digital tools) and timely manner
- Provide professional communication for some cases with stakeholders on behalf of supervisor with excellent manner
Support supervisor by providing professional business administrations
- Effective communication by finding and proposing the best solution for every stakeholder.
- Exercise reliable personal judgment and act with all stakeholders. Proper business communication with all levels internally and externally.
- Answer routine questions and provide standard information to enquiries.
- Draft and prepare routine letters and memo for the supervisor’s signature.
- Handle confidential information, files, and materials to ensure information security for proper use.
- Distribute information on behalf of supervisor.
- Establish and maintain a proper filing/ database system for easy retrieval and accurate documentation to facilitate information flows.
- Coordination and support of company-wide administrative tasks: Coordinate travel related tasks including visa applications, management of BASF’s travel service provider, builds and maintains relationships with hotels etc. Responsible as BASC’s travel administrator working closely with BMS and Regional Travel Management on corporate hotels listing.
- Visitor arrangement, visit arrangement, seminar / internal arrangement
- Support supervisor’s business travels including reservation of hotel accommodation, ticketing, travel document application, etc.
- Organize efficient meetings, local/ regional workshops, conferences etc. by providing logistics supports e.g. inspection of venue, invitations, agenda, participants’ confirmations, hotel reservations.
- Prepare and submit travel expenses statement if requested.
- Take responsibility for all the administrative tasks for the department, such as stationery ordering, PR raising, new employee on-boarding, etc.
- Provide IT related supports (e.g. PC, mobile phone etc.)
- Contribute to build a professional working environment with disciplines from Assistant’s view of point.
- Keep safe environment in the working place
Others
- Any other tasks assigned by the supervisor. Act as the contact window of the department.
Requirements
- Education: University degree or above, major in Administration, Linguistics, Logistics.
- Working Experience: 3 – 5 years’ experience in Administrative Secretary.
- Technical & Professional Knowledge:
- Good command of verbal and written English & Bahasa Malaysia
- Strong communication and interpersonal skills
- Strong computer skills in MS office, especially in Outlook, MS Teams, Excel, Word & PowerPoint
- Energetic personality with good attention to details.
- Mature, independent, initiative and able to work under minimal supervision.
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