Administrative Assistant - Diploma Secretarial Holder

ROLE PURPOSE

Performs secretarial and administrative duties for the assigned Deputy Director/s to ensure the smooth operation and function of the department.

PRINCIPAL ACCOUNTABILITIES

Schedule all regular and ad hoc meetings; prepare agendas for meetings; assist with background information and general information for meetings, and preparation of materials, equipment and refreshment.

• Handle, manage and screen all communications (e-mails, telephone & fax) and maintain Deputy Director’s personal directory.
• Process and manage all Deputy Director written correspondences by recording ingoing and outgoing mails, follow up on mail and distribution of written correspondences.
• Perform word processing related duties, i.e. draft and type simple reply to memos/letters, prepare presentation slides, prepare excel based tables, typing and binding reports/documents, table and maintain other form of documentations.
• Compile and maintain all non-confidential and confidential letters and documents for Deputy Director/section according to the i-sec/security policy.
• Assist in the arrangements for Deputy Director’s official visits and trips for local and abroad destinations including handling all claims, travel ticket, hotel/accommodation, and visiting schedule.
• Assist the sections under the Deputy Director in obtaining information through various platform such as internet and library publication.
• Perform relief duties of the PA to Director/Assistant Governor during the PA’s absence; as when needed.
• Coordination of cross sections meeting room booking and registration of visitors in the Visitor

Management System (VMS).

QUALIFICATIONS

• Academic Qualifications: Diploma in Secretarial Science or its equivalent.
• CGPA MIN : 3.0
• Experience: Minimum of 1 year related experience would be useful.
• Ability to write well with an excellent command of English..

TECHNICAL SKILLS/ KNOWLEDGE KNOWLEDGE

• The administrative assistant is expected to demonstrate good collaborative behaviour, excellent
• interpersonal skills, organizational proficiency including time management, and proficiency in information
• communication technology, particularly with a focus on familiarization with Microsoft 365 applications.

Job Type: Contract
Contract length: 12 months

Pay: RM2,800.00 - RM4,000.00 per month

Benefits:

• Health insurance
• Opportunities for promotion
• Professional development

Schedule:

• Day shift
• Monday to Friday

Education:

• Diploma/Advanced Diploma (Preferred)

Language:

• English (Required)

Work Location: In person