Corporate Secretary

Job Summary:

This role provides administrative and secretarial support to the Head of Department, ensuring the smooth operation of daily activities and departmental functions.

Key Responsibilities:

• Administrative & Secretarial Support: Manage phone calls, schedule meetings, coordinate travel arrangements, and process claims to support the Head of Department.
• Document Preparation: Assist in formatting legal documents, contracts, and compiling reports.
• Event & Training Coordination: Organize and support logistics for departmental events, including directors’ training, conferences, and other initiatives.
• Meeting Coordination: Prepare agendas, reserve and set up meeting rooms, take minutes, and follow up on action points.
• Calendar & Office Management: Maintain departmental calendars, filing systems (physical and electronic), and handle confidential information.
• Financial & Vendor Management: Track department billings, contracts with external vendors, budgets, and expenses.
• Correspondence & Communication: Manage internal and external communications, mailing correspondence, and circulation.
• Confidentiality & Discretion: Ensure the secure handling of sensitive information with professionalism and diplomacy.
• General Support: Perform any additional administrative duties as assigned to ensure efficient department operations.

Requirements:

Education & Qualifications:

Minimum SPM/"O" Level/Diploma in Administration, Secretarial Studies, Business, or a related field.

Experience:

At least 5 years of relevant experience in administrative or secretarial roles.

Technical Skills:

Proficiency in Microsoft 365 and Microsoft Office (Word, Excel, PowerPoint).

Key Competencies:

• Strong communication skills (both written and spoken).
• Highly organized, detail-oriented, and capable of multitasking.
• Strong interpersonal skills with the ability to prioritize and plan efficiently.
• Dependable, proactive, and capable of working independently with minimal supervision.
• Ability to handle confidential information with discretion.
• Positive attitude, willingness to learn, and ability to perform under pressure.