Administrative Coordinator

2 weeks ago

Penang, Malaysia Penang Institute Full time

The Administrative Assistant plays a pivotal role in supporting the Management of the Penang Institute in its daily operations. This individual will serve as a primary point of contact for all employees, providing administrative support and managing their queries. Additionally, they will be the main point of contact for general/public enquiries.

Key Responsibilities
  1. To coordinate and organize various events held by the Penang Institute, including logistical arrangements and technical support such as live streaming, recording, and P.A. system setup.
  2. To establish and maintain relationships with vendors and suppliers through effective communication and negotiation.
  3. To provide technical assistance to all employees and ensure seamless operation of institute facilities.
  4. To oversee the rental of the institute's hall and other facilities, providing tenant support and maintaining accurate records.
  5. To assist in front office management, which includes welcoming guests, receiving and delivering mail and packages, answering phone calls, scheduling meetings, and coordinating office activities.
  6. To contribute to data collection and entry for research purposes.
Essential Qualifications and Experiences
  • A minimum Diploma qualification in a relevant field, accompanied by relevant working experience.
  • Excellent communication skills in English are required.
  • Bilingual or multilingual proficiency is highly valued.
  • Ability to work efficiently under demanding and time-sensitive environments.
  • Flexibility to work outside regular office hours when necessary.
  • Capacity to proactively handle any arising issues and troubleshoot problems on event days.
  • Proficiency in various event software applications.
  • Residency in Penang is essential.

This is an on-site position requiring physical attendance in the office from Monday to Friday.

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