Administrative Executive

Position Objectives: Under the general guidance and supervision of the Managing Director, you will be the main executive who will be managing internal and external communications as well as coordinating programmes which are relevant to the development of the client Society. ================================ Main Duties and Responsibilities (a) Organisational Communications: â—
- Lead the rapporteuring of all meetings by the Society and prepare the minutes for review and circulation accordingly â—
- Ensure that all communications and marketing materials align with Society's brand standards â—
- Prepare/develop content, design, write, review, edit, finalise, and schedule distribution of the e-newsletter (using MailChimp) and newsletter (using Microsoft Publisher) to members and external stakeholders including to identify and invite prospective content writers to contribute to the newsletters, as well as to coordinate, source and recruit potential advertisers for the newsletters â—
- Compile, prepare and publish history writing pertaining to the Society in paper / electronic format including to arrange and conduct interviews on potential people for historical facts pertaining to the history of the Society as well as to collect and organise all historical sources (e.g., letters, photographs, videos, certificates etc.) which ensures convenient access and display when requested â—
- Ensure that the website aligns with brand strategy and meets the organisation's standards. This includes to continue to refresh the webpages with current updates and activities from the Society and maintain the web pages by frequently reviewing the websites for errors and dysconnectivity and liaise with webmasters for troubleshooting (b) Community Development: â—
- Assist to formulate strategies and oversee implementation of programmes which intends to build positive brand reputation, to increase membership of the Society, and to enhance the member's privilege and involvement with the Society (c) General Administration: â—
- Maintain the membership database, with maximum compliance to privacy and confidentiality including its data entry and analysis from time-to-time â—
- Organise and coordinate the logístical aspects and preparing the required reports of the business meetings and with industrial partners meetings as and when requested Handle requests, feedback, and queries quickly and professionally â—
- Maintain digital media archives including photos and videos of the Society â—
- Assist in the creation of digital, video, audio, and print content, as and when required by the Society â—
- Manage presence of the Society at industry events, and conferences when requested â—
- Develop and carry out an efficient documentation and filing system for both paper and electronic records. â—
- Ensure 100% adherence to controls (incl. recording, approvals, budget management) â—
- Troubleshoot any issues and deviations, and escalate complex issues to the Managing Director for immediate resolutions â—
- General secretarial support and such other functions and duties as determined from time to time by the Managing Director and/or clients, to be within the capacity and competence, and mutually agreed upon ================== Qualifications: â—
- Have passion and patience for writing and can produce good outputs, such as meeting minutes, reports, articles for newsletter and other writing requested by the Society. Having exceptional writing skills and copy-editing abilities to compose engaging and accurate content is a great advantage â—
- Have a knack in designing / produces striking promotional digital materials using PowerPoint and/or Canva; having the knowledge of Adobe Creative Cloud (Photoshop, InDesign, Premiere Pro) is an asset â—
- Have an understanding of copywriting, graphic design, layout, and publishing â—
- Excellent communication and writing skills in Bahasa Malaysia and English; other language is an advantage â—
- Strong communicator with excellent verbal and presentation skills, and proactively thinking of ways to improve communication efforts for the Society â—
- Proficient in Microsoft Office (Word, Excel & PowerPoint) - ability to present and develop a comprehensive presentation document â—
- Proficiency with Microsoft Office (Excel, PowerPoint, Word) is a basic requirement â—
- A willingness to learn, proactive attitude, with good display of initiative â—
- Effective team working skills - able to work with different types of people and flexible with different communication styles (working with colleagues, suppliers/partners & clients) â—
- Superior time management and organisation skills and the ability to juggle multiple projects simultaneously â—
- Must be resourceful and take initiatives even when given mínimal direction â—
- Strong attention to detail with an analytical mind and outstanding problem-solving skills â—
- Comfortable with irregula