Senior Office Administrator / Personal Assistant

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The Senior Office Administrator serves as the primary operational and administrative anchor for the Marketing & Communications Division. The role is responsible for maintaining a high-performance environment through seamless logistics and proactive support, enabling the division to operate with maximum efficiency in alignment with the Chief Marketing Communication Officer's office and strategic priorities.

Job Responsibilities:

Operational Excellence & Logistics

• Executive Support: Manage complex calendars and meeting schedules for Chief Marketing Communication Officer (CMCO) and the leadership team, ensuring priority is given to high-impact campaign deadlines and stakeholder engagements.

• Workflow Coordination: Act as the central hub for departmental logistics, including the booking of meeting rooms, readiness of office technology (laptops, meeting speakers and cables), and managing end-to-end travel logistics as and when needed.

• Infrastructure Management: Oversee the physical and digital workspace, ensuring a steady supply of marketing collateral and office essentials while maintaining an organized, brand-aligned office environment.

People Operations & Culture

• Staff Onboarding: Work closely with HR & IT for the onboarding of new hires, ensuring they are integrated into the Marketing & Communications ecosystem, granted access to all workspace & tools and briefed on company guidelines.

• Engagement Initiatives: Plan and facilitate team-building activities, festive gatherings, internal town halls and CSR initiatives to maintain high morale and foster a collaborative interdepartmental culture.

• Internal Communication: Manage the flow of information within the division, drafting internal announcements and ensuring all staff are up-to-date with bank-wide information.

Financial & Data Management

• Budget Tracking: Manage & track expenditures for specific areas and initiatives under the Jobholder's care, while facilitating miscellaneous expense management for the CMCO.

• Procurement & Vendor Admin: Assist with the end-to-end process as and when needed, including EAR submission, vendor onboarding, PO generation, and ensuring timely payment of invoices.

• Compliance: Maintain records of contracts, agreements and data to ensure the department meets all internal and external audit requirements.

Job Requirements:

Education/Qualification

Min. Diploma or Degree holder in Business Administration, or a related field.

Experience

• Min. of 3 to 5 years in a secretarial or office management role.

• Proficient in MS office application (Outlook, Word, Excel & PowerPoint).

• Native fluency in English and Bahasa Malaysia.

• Discretion to carry out/ provide support for tasks requiring a high level of confidentiality.

• Ability to work independently with strong organization and planning skills.

• Good interpersonal communication skills, and able to interact with individuals at all levels.

• Proactive, resourceful multitasker with commitment to follow through and complete assigned tasks.