Administrative Assistant

ROLE PURPOSE

• To provide efficient secretarial support particularly for Deputy Director and undertake general administrative functions for the Unit.

PRINCIPAL ACCOUNTABILITIES

• Ensure Deputy Director's meetings/appointments with internal/external parties are properly organised and well-coordinated.

• Responsible for handling all telephone calls for Deputy Director, including taking messages, preparing minutes, scheduling meetings and appointments.

• Responsible for managing Deputy Director's memorandums and mails and making sure all official

memorandums and mails are distributed to officers concerned in a timely manner.

• Responsible for handling administrative arrangements for Deputy Director's official trips, including obtaining air tickets, visas, hotel reservations, correspondence with Malaysian embassies abroad and the preparation of other general guidelines and information.

• Assist the Department in general administrative works such as drafting simple emails/memorandums/letters, presentation slides, photocopying, binding, typing and updating the Department's Organisation Chart in a timely manner.

• Collaborate with the related staff to assist the Department on staff leave, filing, IT inventory, calendar management (information of staff on leave, attending courses/seminars/meetings) and other general administrative-related work.

• Assist on the Department's daily operational and administrative activities such as data entry and followup on reports submitted in the Maintenance Reporting System (MRS) and IT Helpdesk.

NATURE OF ACCOUNTABILITIES AND COMPETENCIES

Job Complexity & Problem Solving

• Manage and complete administrative arrangements promptly, ensuring operational efficiency and

adherence to deadlines.

• Demonstrate diligence and accuracy in updating data thoroughly and on time, minimising errors and

ensuring compliance.

• Effectively multitask various administrative responsibilities while prioritising tasks based on urgency

and deadlines, solving problems proactively to maintain workflow continuity. Leadership & Stakeholder Management

• Collaborate effectively with the Head of Unit and team members within the Department, fostering a

cohesive and productive work environment.

• Build strong internal relationships with Line Departments to ensure seamless communication and

alignment on operational needs.

• Deliver fast and efficient services to Line Departments, maintaining a high standard of responsiveness and professionalism.

• Exhibit a thorough understanding of the Bank's guidelines, policies, and procedures related to general administration, learning, and Human Resource matters, supporting informed decision-making.

• Promote teamwork and collaboration within the Unit and across Line Departments, ensuring strong stakeholder engagement and alignment.

QUALIFICATIONS

• Academic Qualifications: Diploma in Secretarial Science or equivalent with a minimum CGPA of 3.00

or Second Class Upper and five Credits including Bahasa Melayu, Bahasa Inggeris and Matematik in

Sijil Pelajaran Malaysia (SPM).

• Experience: At least 3 years of relevant experience is preferred.

PREVALENT & EMERGING SKILLS

• Proficient in problem-solving, accountability, and knowledge management to address organisational

needs effectively.

• Expertise in budget and financial management, project and risk management, as well as event and

office management.

• Strong skills in manpower planning, resource allocation, and audit/internal control to ensure operational efficiency and compliance.

• Clear understanding of the Bank's role, coupled with environmental awareness and emotional maturity.

• Ability to build strong stakeholders relationships, communicate effectively, and foster teamwork and

collaboration.

• Drive for excellence and adaptability to align with evolving organisational priorities and stakeholder

expectations