The role of the Executive Secretary involves multifaceted responsibilities centered on efficient communication management, administrative support, and coordination to facilitate seamless operations. Key tasks include managing email inquiries promptly, coordinating meeting minutes and follow-ups, and providing essential administrative assistance to the CEO’s Office directly. Assists in special projects related directly under the CEO’s Office, demonstrating flexibility and adaptability in handling diverse responsibilities.
KEY RESPONSIBILITIES
1. Email Management: Monitor and manage CEO’s Office email inquiries, responding promptly and professionally, and redirecting messages as necessary, ensuring timely and accurate correspondence.
2. Follow Through: Assist in the tracking and follow-through of meeting minutes, emails and commitments made by internal stakeholders, ensuring action items are addressed and deadlines are met.
3. Administrative Support
Provide administrative assistance to the Executive Secretary, including document preparation, scheduling, and handling routine office tasks.
· Document Preparation: Assist in drafting, proofreading, and formatting various documents, reports, and presentations, ensuring accuracy and adherence to organizational standards.
· Coordination Assistance: Support in preparing meeting agendas, compiling materials, and taking minutes, ensuring all stakeholders are aligned.
· Record Keeping: Maintain accurate records, documents, and files related to meetings, correspondence, and client business cards, ensuring confidentiality, accessibility and compliance with protocols.
· Client Business Cards: Maintain a comprehensive record of client business cards, organizing and updating the database regularly for easy retrieval and reference.
4. Special Projects: Assist in various projects or tasks assigned by the Executive Secretary and CEO’s Office demonstrating flexibility and adaptability in handling additional responsibilities.
5. Communication Coordination: Act as a liaison between internal stakeholders and the executive office, ensuring effective communication and prompt responses to inquiries.
6. Confidentiality: Handle sensitive information with discretion and maintain confidentiality in all aspects of the role.
Job Type: Full-time
Pay: RM2,800.00 - RM3,200.00 per month
Benefits:
- Health insurance
- Opportunities for promotion
- Professional development
Work Location: In person