Secretary

Job purpose:

·To handle day-to-day departmental administrative and secretarial functions to ensure smooth implementation of departmental activities within the company/group. To provides executive support in a one-on-one working relationship and to serves as the primary point of contact for internal and external constituencies on all matters pertaining to the senior management office.

Job Responsibilities:

·Act as the primary point of contact for the reporting line including managing correspondence, phone calls and controlling access to ensure their schedule and priorities are safeguarded.

·Manage and coordinate the reporting line's calendar, ensuring no conflicts in meetings or appointments, organizing schedules, and confirming attendance at events and engagements.

·Arrange and set up meetings, including reserving meeting rooms, emailing details to attendees, arranging refreshments, and compiling meeting materials.

·Remind the reporting line of important tasks, deadlines and commitments to ensure efficient time management.

·Act as a key liaison with internal and external stakeholders ensuring effective communication and fostering relationships with staff, department heads and external contacts.

·Coordinate and arrange comprehensive travel and logistics, including preparing travel memos, booking transportation and accommodations, handling visa applications, airport transfers, and preparing travel folders and detailed schedules for business trips.

·Process travel-related claims accurately in the portal system adhering to company policies.

·Provide high-level administrative support by typing, compiling and preparing reports, presentations and correspondence with a high degree of accuracy and professionalism.

· Review incoming documents, such as contracts, agreements, and reports, to ensure they are complete, compliant with company policies, and aligned with the reporting line’s expectations before submission.

·Flag discrepancies, errors or potential risks in documentation and coordinate necessary corrections before submission.

·Maintain and manage filing systems for both physical and electronic records, ensuring accessibility, secure storage, and proper scanning and distribution of sensitive documents.

·Manage day-to-day administrative tasks, including ordering and replenishing stationery and pantry supplies, supervising cleaners, and liaising with Facilities or IT teams for maintenance or breakdown issues.

·Support special assignments including assisting with events, departmental initiatives and cross-functional projects as required.

·Handle guest arrangements and ensure a professional and welcoming experience.

·Build and maintain strong relationships and rapport with internal staff and external stakeholders, including customers, ministries, government agencies, MMC, and others.

·Possess a high level of integrity and maintain strict confidentiality in handling sensitive or private matters.

· Undertake other miscellaneous and ad hoc tasks as assigned by the reporting line.

Job Types: Full-time, Permanent

Benefits:

• Additional leave
• Dental insurance
• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday

Supplemental Pay:

• Performance bonus

Ability to commute/relocate:

• Kuala Lumpur: Reliably commute or planning to relocate before starting work (Required)

Education:

• Diploma/Advanced Diploma (Preferred)

Language:

• English (Required)