Administrative Assistant

JOB RESPONSIBILITIES (SUMMARY)

1. This position is responsible for supporting the Head of Division (HOD) in organising and managing daily office needs as to allow the HOD to focus on more advanced responsibilities. Administrative Assistant also responsible for handling assignments, project documentations and correspondences in support of one or more managers within the organisation.
2. Additionally, the role includes leveraging Power BI to create and maintain data reports related to the division's KPIs, providing valuable insights to support performance tracking and decision-making.

JOB DESCRIPTION

1. Administrative Support: Coordinate daily administrative tasks, including managing calendars, travel schedules, meeting arrangements, and event planning for staff and Head of Divisions. Ensure all assignments and follow-ups are completed within deadlines.
2. Data Reporting & Dashboard Management: Leverage Power BI to create, maintain, and update data dashboards and reports, providing real-time insights for tracking the division's KPIs and supporting performance management within the department. Work closely with the team to gather data requirements, ensure accurate data visualization, and provide updates that lead to informed decision-making and continuous improvement in performance management.
3. Meeting & Event Coordination: Organise and prepare materials for meetings, including slides and presentations. Handle meeting room arrangements and ensure accurate minutes of meetings are prepared and distributed. Assist in organising events such as conferences and exhibitions.
4. Communication & Correspondence: Handle phone calls and prepare official correspondence (emails, memos, letters, faxes) while maintaining confidentiality in all interactions with management, staff, and external stakeholders.
5. Claims, Procurement & Financial Documentation: Manage and review incoming and outgoing documents, including claims and procurement-related paperwork, ensuring compliance with company policies.
6. Data & File Management: Maintain an up-to-date filing system (both electronic and physical) for quick reference and confidentiality, while effectively managing the dissemination of corporate information to team members.
7. Stakeholder & External Liaison: Act as the point of contact for internal staff and external parties, liaising on event coordination, information requests, and ensuring adherence to company policies and procedures.
8. Special Assignments & Ad-hoc Duties: Undertake special assignments, ad-hoc functions, receptionist duties, and related tasks as assigned, adapting flexibly to business needs.

REQUIREMENTS

• Bachelor’s Degree in Communications/ Public Administration/ Office Systems Management or equivalent.
• Minimum of (1) year of experience in secretarial/ administration experience with senior/middle management.
• Proficiency in Power BI for creating data reports and visualizations.
• Driving License.
• Excellent Computer literacy, MS Office skills (Word, Excel, PowerPoint, etc.)
• Good networking skills and personal judgement and discretion.
• Fluent in Bahasa Melayu and English - both written and spoken.
• Time management skills: able to prioritise and organise well.
• Effective verbal and listening communications skills.
• Project Management and reporting skills.
• Good analytical and problem-solving skills.
• Ability to work with minimum supervision.
• Good meeting facilitation skills.
• Able to communicate and effectively work with employees at all levels of the organisation.
• Ability to read, interpret technical documents and regulations.
• Fundamental working knowledge of statistics.
• Must be flexible and able to work effectively within a dynamic matrix organisation with little or no direct supervision.
• Must be able to interface successfully with various personalities, cultures, and work environments.
• Must be able to readily adjust priorities and tasks in response to business needs.
• Attention to detail.
• Resourceful, flexible, emotional intelligence.