Executive Assistant (Secretary)

Working location

No. 42-46, Ground Floor, Jalan SS 19/1d, Ss 19, 47500 Subang Jaya, Selangor

Job Description: Executive Assistant (Secretary)

Position Title: Executive Assistant (Secretary)
Department: [Insert Department Name]
Reports To: [Insert Reporting Manager/Executive Title]
Location: [Insert Office Location]

Job Summary

The Executive Assistant (Secretary) provides high-level administrative support to Management, ensuring efficient daily operations and seamless communication. This role requires exceptional organizational skills, proficiency in drafting formal letters and legal documentation, and the ability to manage multiple priorities. The ideal candidate is detail-oriented, proactive, and a skilled communicator with experience in handling sensitive matters.

Key Responsibilities

Administrative Support

• Manage the executive's calendar, schedule meetings, and coordinate appointments.
• Prepare, review, and organize correspondence, reports, presentations, and legal documentation.
• Draft, proofread, and edit formal letters, contracts, and other critical documents.
• Ensure all legal documentation aligns with organizational policies and compliance standards.
• Maintain confidentiality of sensitive information at all times.

Communication

• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Screen and direct phone calls, emails, and messages to appropriate parties.
• Prepare and manage official communications with a high level of accuracy and professionalism.

Meeting Coordination

• Arrange and coordinate meetings, conferences, and travel itineraries.
• Prepare agendas, document detailed minutes, and ensure follow-ups on action items.

Office and Document Management

• Maintain and organize physical and digital files, records, and databases for easy accessibility.
• Ensure accurate and timely updates of legal and corporate documentation.
• Track and replenish office supplies as needed.

Event and Project Assistance

• Support in planning and executing corporate events and team activities.
• Conduct research and data collection to support strategic initiatives and decision-making processes.

Qualifications and SkillsEducation

• Bachelor’s degree in Business Administration, Legal Studies, Office Management, or a related field.

Experience

• 5 years of experience as an Executive Assistant, Secretary, or in a similar role.
• Demonstrated expertise in drafting formal letters, contracts, and legal documents.

Technical Skills

• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook), Google suite and document management software.
• Knowledge of legal terminology and document formatting practices.

Key Competencies

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities, particularly in formal correspondence.
• High attention to detail and accuracy in legal and administrative tasks.
• Ability to handle multiple priorities and adapt to a fast-paced environment.
• Professionalism and discretion in handling sensitive matters.

Job Types: Full-time, Permanent

Pay: RM2,000.00 - RM5,000.00 per month

Benefits:

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

Schedule:

• Monday to Friday

Application Question(s):

• what is your expected salary?
• Are you able to always standby for management to contact you even after working hour or rest day?

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Executive assistant: 5 years (Preferred)

Language:

• Mandarin (Preferred)