Executive Secretary, Managing Director Office

3 days ago

Petaling Jaya, Selangor, Malaysia WAKOMAS Chemical Sdn Bhd Full time
Executive Secretary, Managing Director Office

Job Description, Function & Responsibility:

Purpose

To assist the Managing Director in managing daily official activities for smooth operations and to drive the implementation of administrative tasks.

Calendar Management

  • Manage the Managing Director's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Coordinate and prioritize appointments and events to ensure efficient use of the Managing Director's time.
  • Update the Managing Director's calendar and remind him of essential dates and personal schedules.

Communication Management

  • Act as the first point of contact; handle daily incoming and outgoing communications, email notifications, and instant messaging.
  • Draft and prepare correspondence, reports, presentations, and other documents on behalf of the Managing Director.
  • Screen all documents before the Managing Director's approval.

Meeting Coordination

  • Coordinate and schedule meetings, conferences, and events, including arranging venues, catering, and equipment as needed.
  • Prepare meeting agendas, materials, and presentations and distribute them to participants in advance.
  • Attend meetings as requested by the Managing Director, take minutes, and follow up on action items as needed.
  • Record critical information from meetings with various stakeholders and produce useful reports.

Travel Arrangement

  • Coordinate travel arrangements for the Director, including booking flights, accommodations, and ground transportation.
  • Prepare travel itineraries, agendas, and other necessary documentation for business trips.
  • Ensure travel plans are organized, efficient, and aligned with the Managing Director's schedule and preferences.
  • Handle and arrange business travel arrangements such as passport renewal, flight and hotel bookings, and visa applications for the Managing Director.

Confidentiality and Discretion

Exercise good judgment when handling sensitive assignments with the highest level of discretion and confidentiality.

Mindset, Behavior, and Culture

Implement value interventions, tools, and methodologies in collaboration with the working team to promote and instill a high sense of commitment, ownership, integrity, and loyalty to operational excellence.

Leadership and Capability Development

Enhance own competencies and contribute to the development of the working team through coaching, mentoring, feedback, and internal succession to ensure the internalization of the right leadership and capabilities in executing the job.

Others

Perform other ad-hoc tasks as requested by the immediate superior.

Job Requirements:

  • Bachelor's degree in Business Administration.
  • Must have at least 5 years of working experience.
  • Possess strong track records in secretarial and administrative roles.
  • Must be ambitious, resourceful, strong initiative, and self-organized.
  • Possess good interpersonal skills and an excellent attitude towards work.
  • Possess good command in written and spoken Bahasa Malaysia, Mandarin, and English.
  • Strong attention to detail.
  • Proficient in Microsoft Office applications.
  • Meticulous and capable of delivering accurate and timely information.

Benefits:

  • An attractive remuneration package commensurate with working experience.
  • Medical and accidental insurance.
  • Dental and Optical coverage.
  • Meal & Parking subsidy.
  • Training opportunities.
  • Annual bonus (depends on performance).
Seniority Level

Entry level

Employment Type

Full-time

Job Function

Administrative

Industries

Chemical Manufacturing

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