Job Summary
The Functional Secretary provides executive, administrative and coordination support to the Head of Division to ensure smooth and efficient divisional operations. The role manages schedules, correspondence, meetings, confidential records and key follow-ups, while coordinating with internal and external stakeholders. The incumbent is expected to demonstrate professionalism, discretion, responsiveness and strong attention to detail.
Job Responsibilities:
- Provide comprehensive secretarial and administrative support to the Head of Division to ensure smooth day-to-day operations.
- Manage the Head of Division's calendar, appointments, meetings and official engagements, including preparation of relevant documents and meeting materials.
- Handle and prioritise incoming and outgoing correspondence, emails, letters and other communications requiring the Head of Division's attention.
- Coordinate meetings, prepare agendas and supporting documents, record action items where required, and follow up on outstanding matters with relevant stakeholders.
- Liaise and coordinate with departments within the Division as well as internal and external stakeholders on administrative and operational matters.
- Manage official travel arrangements, accommodation, itineraries, transportation and related travel claims for the Head of Division.
- Maintain proper filing and records management, including confidential and sensitive documents, ensuring accuracy, security and timely retrieval.
- Assist in monitoring divisional KPIs, projects, submissions and key deliverables, and provide regular updates to the Head of Division.
- Assist in monitoring the Division's administrative expenditure and budget utilisation where required.
- Prepare and compile reports, presentations, briefing materials and other documents as assigned by the Head of Division.
- Coordinate special assignments, divisional activities and other ad-hoc tasks as instructed by the Head of Division.
Qualification & Work Experience
- Diploma in Business Studies/Administration/Management, Secretarial or other related qualifications from a reputable university with a minimum CGPA of 3.00 and above.
- Minimum 3 years of relevant working experience in the related field.
- In-depth knowledge of office management and basic accounting procedures, as well as technical vocabulary of the relevant industry.
- Excellent organizational and time management skills.
- Excellent written and verbal communication; ability to coordinate effectively with internal and external stakeholders.
- Competent in MS Office (Word, Excel, PowerPoint, Outlook).
Technical Competencies
- Good knowledge of office administration and office management practices.
- Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.
- Able to prepare professional correspondence, reports, presentations and administrative documents.
- Familiar with filing, document tracking, meeting coordination, claims and basic administrative financial processes.
Behavioral Competencies
- Good written and verbal communication skills.
- Strong organisational, time management and multitasking skills.
- Good attention to detail and accuracy.
- Professional, discreet and able to maintain confidentiality.
- Good interpersonal and stakeholder management skills.
- Able to work independently and manage competing priorities.
- Proactive, adaptable and able to follow through on tasks until completion.
Other Requirements
- Candidate must be willing to work in MCMC HQ, Cyberjaya.
- Comfortable supporting senior management and handling confidential information.
