Administrative Assistant

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