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Administrative Assistant

2 months ago

Subang Jaya, Selangor, Malaysia Virdos Lima Consultancy (M) Sdn Bhd Full time

Job Description

1. Administrative Support

  • Provide high-level administrative support to staff and management, including managing schedules, coordinating meetings, and arranging travel.
  • Handle incoming and outgoing correspondence, including emails, phone calls, and physical mail.
  • Prepare correspondences, reports, presentations, and data analysis as required by the management team.

2. Office Coordination

  • Oversee daily office operations to ensure the office environment is organized and efficient.
  • Manage office supplies inventory, coordinate with vendors, and handle purchasing of office materials and equipment.
  • Assist in organizing company events, meetings, and conferences, including venue arrangements and logistics.

3. Calendar Management

  • Maintain and update the executive's calendar, ensuring effective time management and scheduling.
  • Coordinate with internal and external stakeholders for meetings, appointments, and conferences.
  • Prepare meeting agendas, take minutes, and follow up on action items.

4. Documentation and Filing

  • Maintain an organized electronic and physical filing system for confidential documents, records, and reports.
  • Organize and maintain files, both electronic and paper, for easy retrieval and reference.
  • Draft, proofread, and edit correspondence, reports, and other documents as needed.
  • Ensure compliance with company policies and procedures in handling sensitive information.

5. Travel Arrangements

  • Arrange domestic and international travel, including booking flights, accommodation, and transportation for executives and employees.
  • Prepare travel itineraries and manage expense reporting and reimbursement processes.
  • Assist in obtaining visas and other travel-related documents.

6. Communication Management

  • Serve as a point of contact between staff, management, and external stakeholders.
  • Handle and prioritize all outgoing and incoming communications, ensuring prompt responses.
  • Coordinate communication and follow-up on tasks within the team or department.

7. Project Assistance

  • Support various projects by conducting research, compiling data, and preparing reports.
  • Conduct research using online tools and resources and assist staff and management in client engagement.
  • Collaborate with different stakeholders to ensure project deadlines are met.
  • Track project progress and provide regular updates to stakeholders.

8. Event Planning and Coordination

  • Assist in organizing and coordinating company events, team-building activities, workshops, and training sessions.
  • Handle logistics, including venue booking, catering, transportation, and material preparation.
  • Ensure all events run smoothly and within budget.

9. HR Support

  • Assist HR with administrative tasks such as onboarding new hires, and scheduling interviews.
  • Monitor and track expenses, employee claims and processing invoices.
  • Ensure compliance with financial policies and procedures.
  • Ensure compliance with employee handbook.

10. Miscellaneous Administrative Tasks

  • Perform ad-hoc tasks and special projects as assigned by management.
  • Manage office cleanliness, maintenance, and security in collaboration with facilities management.
  • Ensure a professional and welcoming office environment for employees and visitors.