SECRETARY

Key Responsibilities:

• Telephone & Communication Management:

  • Attend to telephone calls for the GM.

  • Convey instructions and requests from the Top Management’s secretaries to the GM and vice versa.

• Dictation & Document Preparation:

  • Take dictation from the GM.

  • Prepare and type documents for the GM. Also, assist in typing documents for other staff members within the division when directed by the GM.

• Document Management:

  • Compile, print, photocopy, and bind all documents required or prepared by the GM.

  • Assist other staff members in compiling, printing, and binding documents as directed by the GM.

• Timesheet & Attendance Monitoring:

  • Check for errors in the time sheets submitted by division staff, notifying them for corrections when necessary (e.g., entering regular man-hours on public holidays).

  • Monitor the timely submission of time sheets by division staff.

  • Track daily attendance of all division staff.

• Financial Management:

  • Manage the division’s petty cash and submit statements accordingly.

• Assisting GM & Staff:

  • Assist in various divisional administration activities as required by the GM.

  • Assist the GM in preparing and submitting claims to relevant departments within the company.

• Arrangements & Activities:

  • Prepare and arrange refreshments for the GM, or as directed.

  • Coordinate divisional activities and events.

• General Operations:

  • Carry out all tasks related to Minconsult’s operations as directed by the GM.

Administration Support:

• Assist in various administrative activities within the division as directed.

Training & Self-Development:

• Participate in on-the-job training and make efforts for continuous self-improvement.

Other Responsibilities:

• Participate in company activities, including corporate social responsibility initiatives.

• Carry out additional secretarial and administrative duties as directed by the GM, including assisting other divisions and departments as needed.

Requirements:

• Education:

  • SPM or equivalent; a reputable certificate or diploma in secretarial courses is an added advantage.

• Experience:

  • Minimum 2 years of experience as a secretary.

• Skills:

  • Strong organizational and time management skills with the ability to prioritize workloads and meet deadlines.

  • Excellent interpersonal skills and a good team player.

  • Proficient in both written and spoken English. Ability to write and speak Bahasa Malaysia is essential.