Secretary

2-4 Years

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Early Applicant

Job Description

Responsibilities

Performing private secretarial duties for Chairman.
Manage Chairman schedule, includes meeting, appointment, reservations and travelling arrangement.
Schedule appointments, meetings, and reservations as needed.
Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment.
Prepare presentations and compose letters, memos and emails, etc.
Provides historical reference by utilizing filing and retrieval systems.
Organize and maintain files and databases in an accurate and confidential manner.
Manage communication including mails, emails and phone calls. Screen phone calls, redirect calls, and take messages.
Receive invoices and review for accuracy. Request quotes and compare prices, if necessary.
Book and prepare meeting rooms, set up conference calls etc.
Perform administrative tasks, including filing and photocopying.
Receive deliveries; sort and distribute incoming mail.
Follow up with the manager/executive on the project and important tasks in order to meet the deadlines.
Planning and serving breakfast and light meals for the Chairman, when necessary.
Preparing facilities and arranging refreshments for events, if required.
Other duties as required.

Requirements

Candidates must possess at least a Bachelor's Degree in Marketing or Mass Communication or any related field.
Minimum 2 years of experience as a personal assistant to senior management.
Prior experience supporting C-level executives preferred.
Excellent command of English and Bahasa Malaysia (written and spoken).
Mandarin speaker is an added advantage.
Strong organizational and time management skills with high level of discretion and confidentiality.
Proficiency in Google Workspace (Docs, Sheets, Slides), Notion, and emerging AI tools.
Professional demeanor with excellent interpersonal skills.
Proactive, detail-oriented, and able to work independently handling multiple priorities.
Willing to work in i-City, Shah Alam.