Secretary for Managing Director

ob Summary:

The Secretary provides administrative and clerical support to ensure smooth office operations. Responsibilities include managing schedules, handling communication, maintaining files, organizing meetings, and providing general office support. The role requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

• Manage Office Communication:
• Answer phone calls, respond to emails, and forward inquiries to the appropriate person or department.
• Greet visitors, direct them to the right staff member, and ensure they feel welcome.
• Schedule Management:
• Organize and maintain calendars, appointments, and meetings for executives or teams.
• Schedule meetings, book venues, and arrange necessary logistics (e.g., travel, refreshments).
• Document Management:
• Prepare, proofread, and file documents, reports, and correspondence.
• Ensure records and files are up to date, properly organized, and easy to access.
• Office Organization /Personal
• Maintain office supplies inventory and order new items as needed.
• Ensure the office environment is tidy and well-organized.
• Meeting Coordination:
• Prepare agendas for meetings, take notes during meetings, and ensure action items are followed up.
• Coordinate travel arrangements and itineraries for staff as necessary.
• Confidentiality:
• Handle confidential information with discretion and integrity, ensuring it is properly secured.
• Miscellaneous Administrative Support:
• Assist in preparing presentations, reports, or other documentation.
• Support special projects and help out in various administrative functions as required.

Required Skills and Qualifications:

• Education: High school diploma or equivalent (Associate’s or Bachelor’s degree is a plus).
• Experience: Previous experience in an administrative or clerical role is preferred but not always required.
• Skills:
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Proficiency in office software (e.g., Microsoft Office, Google Suite).
• Ability to handle multiple tasks efficiently and prioritize workload.
• Attention to detail and ability to maintain accuracy in work.

Desirable Skills:

• Experience with office management tools and technology (e.g., scheduling software, document management systems).
• Basic knowledge of office accounting or financial software.

Working Conditions:

• Full-time position.
• Office-based work environment.
• Standard business hours with potential overtime during busy periods.

This description can vary based on the specific industry (e.g., medical, legal, corporate) or the size and needs of the organization. However, these are the general responsibilities and qualifications associated with a secretary position.

Job Type: Permanent

Pay: RM6,000.00 - RM7,000.00 per month

Schedule:

• Monday to Friday