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Johor Bahru

    Executive Secretary - Johor, Johor Bahru, Malaysia - PRASARANA MALAYSIA BERHAD

    PRASARANA MALAYSIA BERHAD
    PRASARANA MALAYSIA BERHAD Johor, Johor Bahru, Malaysia

    4 days ago

    Default job background
    Full time
    Description

    Use of computer or other word-processing equipment to transcribe correspondence documents, check and format prepared by other staff. Dealing with incoming and outgoing mail, screen request for meetings or appointments and perform a variety of administrative support tasks as well as responsible for providing support and effective management of documents by controlling the numbering, sorting, filing and retrieval of both electronics and hard copy documents.

    Responsibilities

    Handling CEO's Schedule

    Responsible of optimizing and handling day-to-day administrative matters including monitoring deadlines, follow-up instructions and performing genera secretarial functions. Ensuring daily function done effectively within the time frame by providing an efficient secretarial and confidential service.

    Source of Primary Contact

    Become window to CEO's administrative matters such as first level inquiries, makes high level contacts of a sensitive nature side and outside of company , incoming and outgoing of division's documents.

    Meeting Coordination

    Screening and scheduling / organizing request for meetings and appointment (internal/external) for smooth daily operation. Meeting schedule shall be arranged accordingly as required. Presentation materials, reports, financial data, correspondences and agendas will be prepared prior meeting.

    Filing Management

    Organize and manage documents and records to ensure easy data retrieval for control and monitoring purposes. Filing also includes preparing and compiling reports, BOD papers and presentation to meet deadline or to table to the management or the BOD members.

    Communication

    Facilitate effective communication with the various Head of Division to ensure accurate and timely submission of information . Effective communication shall be practice with all staff within the department, other department and outsiders to gain feedback and clarity of the subject regarding departmental requirement and to further understand their needs.

    Administrative Support

    Taking shorthand, typing, checking, formatting and transcribing correspondence, minutes and reports from dictation, electronic documents or written drafts to conform to office standards using word processing equipment. Using various computer packages including spreadsheets to provide administrative support.

    Claims Expenses and Leaves

    Screening and recording leave and other staff entitlement.

    supervising, scheduling and monitoring tasks of other staff.

    Requirements

    • Diploma in Secretarial Science, Office Management, Business Administration
    • Minimum 4 years of work experience
    • well-verse in Microsoft application
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