Executive, Legal & Corporate Secretarial

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Executive, Legal & Corporate Secretarial

This position is responsible for providing administrative and secretarial support to the Head of Department to enable efficient management of the Department and its activities.

Job Responsibilities

• Provides general administrative assistance and secretarial support to the Head of Department, including answering phone calls, coordinating meetings and conference calls, maintaining daily schedules, travel arrangements, claims submission, and others.
• Assists with preparing documents, including formatting legal documents, contracts, and report compilation.
• Assists in organizing training sessions relating to the Department’s events/initiatives, i.e., supports logistics coordination for all events including but not limited to directors’ training, conferences, and other related events.
• Organizes departmental meetings, prepares agendas, reserves and prepares meeting rooms, takes minutes, and follows up on action points.
• Establishes efficient office systems including filing and e-filing, handling and disposing of confidential information, and recycling.
• Handles all department billings and tracks contracts with external vendors.
• Records departmental budgets and expenditure.
• Handles mailing correspondence and circulation.
• Facilitates communications between departmental members and internal/external stakeholders.
• Maintains confidentiality, showing discretion and diplomacy in handling department-related information.
• Any other administrative support to ensure effective operations of the Department as assigned by the Head of Department.

Education & Relevant Experience

• Minimum Secondary School/ SPM /“O” level/ Diploma/ Advanced/ Higher/ Certificate in Administration and Secretarial/ Graduate Diploma Business Studies or equivalent.
• Minimum 5 years of relevant experience.

Technical Skills & Professional Knowledge

• Microsoft 365.
• Proficient in English and Bahasa Malaysia. Able to communicate clearly, both written and orally, with employees, members of the department, and all relevant stakeholders.
• Good computer and clerical skills. Proficient in Microsoft Office.
• Highly organized, able to prioritize and plan work activities efficiently and have strong interpersonal skills.
• Attentive to details and able to multitask.
• Dependable, able to follow instructions, respond to supervisor’s direction, and improve performance through feedback.
• Proactive, positive attitude, willingness to learn, good social skills, responsible, committed to work, well-motivated, driven towards end results, able to work under minimal supervision, and handle stress well.