Executive Secretary

4 days ago

Kuala Lumpur, Malaysia FirstWorks Group Sdn. Bhd. Full time

**Position Overview**:
We are seeking a highly organized and efficient **Executive Secretary** to provide administrative support to the Group Executive Director of our company in Malaysia. The Executive Secretary will play a crucial role in managing the Director's office operations, handling correspondence, scheduling meetings, and ensuring smooth communication with internal and external stakeholders.

Key Responsibilities:

- **Manage the Group Executive Director's calendar, including scheduling appointments, meetings, and travel arrangements.**:

- Coordinate all aspects of travel for the Director, including booking flights, hotels, transportation, and other accommodations as needed.
- **Ensure all travel arrangements are made efficiently, taking into account the Director's preferences, schedules, and budgetary considerations.**:

- Prepare detailed itineraries for travel, including meeting schedules, contact information, and relevant documents.
- **Anticipate and address any potential travel-related issues or changes, providing timely updates and alternative solutions as necessary.**:

- Handle expense reporting and reimbursement processes for the Director's travel and accommodations.
- **Maintain up-to-date records of travel expenses, budgets, and travel preferences for future reference.**:

- Coordinate with internal departments and external partners to facilitate travel-related logistics and arrangements.
- **Provide administrative support to the Group Executive Director's office, including handling correspondence, preparing documents, and managing filing systems.**:

- Assist with personal tasks and errands for the Group Executive Director, as required.

**Qualifications and Experience**:

- Bachelor's degree in Business Administration, Secretarial Studies, or related field.
- Additional certifications in office management or executive assistance are a plus.
- Proven experience as an executive secretary, personal assistant, or similar role supporting senior executives.
- Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
- Strong attention to detail and accuracy in all work, including correspondence, document preparation, and scheduling.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Exceptional communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
- Discretion and confidentiality in handling sensitive information and executive matters.
- Ability to work independently with mínimal supervision, while also functioning effectively as part of a team.
- Flexibility and adaptability to changing priorities and demands in a fast-paced environment.
- Fluency in English and Malay languages, both written and verbal.

Pay: RM4,000.00 - RM7,000.00 per month

**Benefits**:

- Health insurance
- Opportunities for promotion
- Professional development

Schedule:

- Monday to Friday

Supplemental pay types:

- Overtime pay
- Yearly bonus

Application Question(s):

- Do you possess any certifications in office management or

executive assistance?
- How many years pf experience you have in Secretarial related work?

**Education**:

- Bachelor's (preferred)

**Language**:

- English (required)

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