Job Summary
The position provides administrative and clerical support to ensure the efficient operation of the Division, reporting directly to the Head of Division. As the Division Secretary, the role serves as the central coordination point for divisional administration and communications, and must work cross-functionally with all departments/units under the Division to ensure consistent alignment, timely information flow, and smooth execution of divisional matters.
Job Responsibilities
- Manage divisional correspondence and communications (emails, calls, letters) and ensure timely responses/follow-ups.
- Prepare, format, and proofread divisional documents, reports, presentations, and submissions.
- Maintain organised filing/record systems (digital and physical) and ensure proper document control.
- Prepare meeting documentation, including agendas, minutes, action lists, and follow-through tracking.
- Manage the Head of Division's calendar and coordinate meetings/appointments for divisional matters.
- Serve as the Division Secretariat focal point, coordinating administrative matters across all departments under the Division.
- Support divisional governance by disseminating information, consolidating inputs, and tracking action items across departments/units.
- Liaise with User Departments across the Commission, as required, to support inter-departmental coordination and deliverables.
- Coordinate logistics for divisional meetings, events, conferences, and travel arrangements as required.
- Support office operations (supplies, basic admin needs, equipment/repair coordination) and handle confidential information with discretion, ensuring compliance with relevant policies/data protection.
Qualification and Work Experience
- Minimum Diploma in Administration, Business Management or any related fields with the minimum CGPA of 3.00.
- Proven experience as a Secretary, Administrative Assistant, or in a similar role.
Technical Competencies/Skills
- Office Management and Administration
- Communication Skills
- IT and Software Proficiency
- Time and Task Management
- Event and Meeting Coordination
- Data Management
- Multitasking and Adaptability
Behavioral Competencies/Skills
- Organization and Planning
- Problem Solving
- Adaptability and Flexibility
- Professionalism
- Interpersonal Skills
- Customer Focus
- Attention to detail
Candidate must be willing to work in Cyberjaya.
