About the role

Perform effective secretarial, coordination and administrative duties for the Deputy Directors, ensuring effective management of schedules, engagements, correspondence and departmental administrative processes to facilitate smooth operations and functions of the department.

Key responsibilities

Maintain and manage the Deputy Directors calendar, ensuring optimal scheduling of meetings, engagements, deadlines and commitments while proactively identifying and resolving scheduling conflicts
Coordinate the Deputy Directors meetings and engagements, including securing relevant materials, confirming attendees, booking venues, and arranging technical support to ensure smooth execution
Coordinate logistics for the Deputy Directors official visits, covering flight bookings, event registrations, accommodation, claims submission, and preparation of supporting materials
Manage and monitor incoming and outgoing correspondence, including emails, letters, internal memoranda, and phone enquiries, and ensuring timely routing, responses, documentation and follow-up of required actions
Monitor and track progress of tasks assigned to staff or relevant parties to ensure timely submission to the Deputy Directors and matters that require Deputy Directors actions, and ensuring timely follow up actions
Provide administrative assistance, including responding to internal memoranda, letters, and emails addressed to Deputy Directors; maintain organised and secure records, files, briefing materials and reference documents and handled them in accordance with confidentiality requirements; and coordinating visitor arrangements and refreshments
Serve as a relief support for Administrative Assistant to other Deputy Directors, Secretary to the Director, or Personal Assistant to the Assistant Governor, as required
Support departmental budget administration, including monitoring utilisation, processing claims and payments, maintaining expenditure records and coordinating budget-related requirements for meetings, training programmes, official travel and departmental activities

About you

Diploma in Office Management & Technology or Executive Secretarialship or Secretarial Services from recognised institutions approved by the Malaysian Qualification Agency (MQA) or equivalent
Strong written and verbal communication skills in English
Preferably 2-5 years of related working experience in secretarial, executive assistant, office administration or related support functions
Experience supporting senior management
Good organisation skills and good time management
Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, Sharepoint) and relevant internal systems
Ability to handle structured problem-solving, multiple concurrent priorities and competing demands while ensuring accuracy, timeliness and confidentiality
Ability to exercise judgment in prioritising requests, resolving scheduling conflicts, coordinating cross-functional activities and anticipating administrative requirements of the department
Ability to engage professionally with stakeholders across the Bank and external parties where required
Professionalism, responsiveness, discretion, collaboration and strong communication skills

Administrative Assistant