Job Purpose / Summary
The Secretary provides administrative and clerical support to ensure the efficient operation of the office. This role involves managing communications, scheduling appointments, and maintaining records. The Secretary is a key point of contact for internal and external stakeholders and contributes to smooth organizational functioning.
Job Responsibilities
- Manage correspondence, including emails, phone calls, and letters.
- Draft, format, and proofread documents, reports, and presentations.
- Maintain organized and up-to-date filing systems (digital and physical).
- Manage calendars, schedule meetings, and coordinate appointments.
- Organize travel arrangements, including booking tickets, accommodations, and preparing itineraries.
- Coordinate events, meetings, and conferences as required.
- Serve as the primary point of contact for internal and external inquiries.
- Relay messages and distribute information accurately and promptly.
- Communicate effectively with staff, clients, and vendors.
- Monitor and order office supplies to ensure availability.
- Assist in maintaining office equipment and coordinating repairs when necessary.
- Support the implementation of office policies and procedures.
- Maintain confidential records and handle sensitive information with discretion.
- Prepare and manage documentation, including reports and meeting minutes.
- Ensure compliance with data protection regulations.
- Assist with special projects and assignments as directed by management.
Qualification & 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 willing to work in Cyberjaya
