This 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.   
• Maintains department calendars.
• 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
• Microsoft Office (Word, Excel, PowerPoint, etc) 

Competencies 

• 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