Admin Executive cum Secretary

Posted 1d ago

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

Your application will include the following 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?

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