Executive, Legal & Corporate SecretarialThis position is responsible for providing administrative and secretarial support to the Head of Department to enable efficient management of the Department and its activities.
Job Responsibilities
Provides general administrative assistance and secretarial support to the Head of Department, including answering phone calls, coordinating meetings and conference calls, maintaining daily schedules, travelling arrangement, claims submission and others.
Assist with preparing documents, including formatting legal documents, contracts, and report compilation.
Assist in organizing training sessions relating to the Department's events/ initiatives, i.e. supports logistics coordination for all events including but not limited to directors' training, conferences, and other related events.
Organizes departmental meetings, prepare agendas, reserves and prepares meeting rooms, takes minutes, and follows up on action points.
Establishes efficient office systems including filing and e-filing, handling and disposing of confidential information and recycling.
Handles all department billings and tracks contracts with external vendors.
Records departmental budgets and expenditure.
Handles mailing correspondence and circulation.
Facilitates communications between departmental members and internal/external stakeholders.
Maintains confidentiality, showing discretion and diplomacy in handling department-related information.
Any other administrative support to ensure effective operations of the Department, as assigned by the Head of Department.
Education & Relevant Experience & Years of Service
Minimum Secondary School/ SPM /"O" level/ Diploma/ Advanced/ Higher/ Certificate in Administration and Secretarial/ Graduate Diploma Business Studies or equivalent.
Minimum 5 years of relevant experience.
Technical Skills & Professional Knowledge
Microsoft 365.
Proficient in English and Bahasa Malaysia. Able to communicate clearly, both written and orally, with employees, members of the department, and all relevant stakeholders.
Good computer and clerical skills. Proficient in Microsoft Office.
Highly organized, able to prioritize and plan work activities efficiently and have strong interpersonal skills.
Attentive to details and able to multitask.
Dependable, able to follow instructions, respond to supervisor's direction and able to improve performance through feedback.
Proactive, positive attitude, willingness to learn, good social skills, responsible, committed to work, well-motivated, driven towards end results, able to work under minimal supervision and able to handle stress well.#J-18808-Ljbffr