Secretary

Job Summary

The Secretary provides essential administrative support to the company to ensure smooth day-to-day operations. This role involves handling communication, scheduling, documentation, and general office tasks. The Secretary works closely with various departments and plays a crucial role in facilitating efficient communication and organization, especially in a fast-paced Malaysian business environment.

Key Responsibilities

Manage Communication:

• Professionally handle phone calls, emails, and other inquiries; direct them to the appropriate departments.
• Greet visitors, clients, and vendors, ensuring a positive and welcoming experience.
• Draft, edit, and distribute correspondence, including memos, reports, and emails, both in Bahasa Malaysia and English.

Scheduling and Coordination:

• Coordinate and manage schedules, appointments, and travel arrangements for executives and staff as required.
• Organize company meetings, conferences, and team events, including room setup and necessary materials.
• Maintain a company calendar and prioritize appointments effectively.

Documentation and Record-Keeping:

• Organize, maintain, and update physical and digital files, ensuring accessibility and confidentiality.
• Prepare, proofread, and edit documents, reports, and presentations.
• Handle sensitive information and maintain confidentiality.

Office Management:

• Order and manage office supplies, liaising with Malaysian vendors to ensure timely delivery.
• Oversee the maintenance and cleanliness of the office environment.
• Handle basic bookkeeping tasks, such as invoicing, processing payments, and managing petty cash (if required).

Administrative Support:

• Provide administrative support to various departments, including preparing meeting materials and tracking deadlines.
• Assist with event planning and coordination for corporate functions.
• Manage special projects and perform additional tasks as required by management.

Skills and Qualifications Education

• Minimum Requirement: Diploma in Secretarial Studies, Office Administration, Business Administration, or a related field.
• Additional Certification: MS Office proficiency or other relevant secretarial training is advantageous.
• General: 1-3 years of relevant experience in administrative or secretarial roles.
• Preferred: Experience in a Malaysian corporate setting or knowledge of local business practices and etiquette.
• Strong written and verbal communication skills in both Bahasa Malaysia and English.
• Ability to communicate clearly and professionally with diverse stakeholders.
• Excellent time management and organizational abilities.
• Attention to detail and accuracy in managing multiple tasks.
• Professional and courteous in all interactions.
• Comfortable working independently and as part of a team.
• Ability to handle sensitive and confidential information discreetly.
• Ability to work effectively in a fast-paced, dynamic environment.
• Resourceful and proactive in solving issues independently.

Job Types: Full-time, Fresh graduate

Pay: RM2,000.00 - RM3,200.00 per month

Benefits:

• Cell phone reimbursement
• Maternity leave
• Parental leave
• Professional development

Schedule:

• Monday to Friday

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Secretary: 1 year (Required)

Language:

• English (Required)
• Bahasa (Required)

License/Certification:

• D (Required)

Location:

• Kajang (Required)