Admin Executive cum Secretary
Key Responsibilities:
1. Administrative Support:
- Manage and coordinate office activities to ensure smooth daily operations.
- Handle incoming and outgoing correspondence (emails, letters, and phone calls).
- Maintain office supplies inventory and reorder as necessary.
- Prepare and manage documents, reports, and presentations for meetings.
- Organize and schedule meetings, appointments, and travel arrangements.
- Maintain and update filing systems (physical and electronic) in an organized manner.
- Assist with the preparation of budgets and expense reports.
- Prepare and distribute minutes of meetings and follow up on action items.
- Handle general office administrative tasks such as photocopying, scanning, and mailing.
2. Secretarial Support:
- Act as the primary point of contact for internal and external stakeholders for the executives.
- Schedule and manage appointments, meetings, and conference calls for senior management.
- Prepare agendas and documents for meetings and ensure all necessary materials are available.
- Maintain executive calendars and ensure effective time management.
- Handle confidential information with discretion and professionalism.
- Draft and edit correspondence, reports, and presentations for senior management.
- Liaise with staff members and other departments to ensure smooth operations.
3. Communication & Coordination:
- Serve as the liaison between senior management and other departments or external parties.
- Ensure clear and efficient communication between all parties and act as the intermediary where necessary.
- Coordinate with different teams to schedule meetings, prepare reports, and ensure deadlines are met.
4. Office Management:
- Ensure the office environment is organized, well-maintained, and conducive to productivity.
- Oversee office maintenance and liaise with vendors for repairs or services as needed.
- Ensure health and safety standards are met within the office environment.
- Manage office space and equipment, ensuring everything is functioning efficiently.
5. Other Duties:
- Handle any other ad hoc administrative or secretarial tasks as required by the management.
- Assist in organizing company events, conferences, and workshops.
- Perform any other duties as assigned by the management or senior executives.
Key Skills and Qualifications:
- Education: A diploma or degree in Administration, Business Management, or a related field.
- Experience: 2-3 years of experience in an administrative or secretarial role.
Skills:
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and accuracy.
- Discretion and professionalism in handling confidential information.
Personal Traits:
- Strong interpersonal skills and a team player.
- Proactive, self-motivated, and able to work with minimal supervision.
- Ability to remain calm under pressure and handle stressful situations effectively.
Working Conditions:
- Location: Damai
- Working Hours: Mon - Fri : 8 - 5 pm
Employer questions
- Which of the following statements best describes your right to work in Malaysia?
- What's your expected monthly basic salary?
- Which of the following types of qualifications do you have?
- How many years' experience do you have as an Administration Executive?
- Which of the following Microsoft Office products are you experienced with?
- Do you have secretarial experience?
- How many years of business management experience do you have?
- Which of the following languages are you fluent in?