Senior Executive, Legal Administration

Job Responsibility:

• Review and improve administrative systems, policies, and procedures.
• Ensure the Division is stocked with necessary supplies and that all equipment (including IT and computer, printer) is working and properly maintained, including timely ordering, receiving, maintaining, and controlling stock of stationeries.
• Work with accounting and Division management to set budgets, monitor spending, process Directors’ payroll and other expenses, and reporting. Monitor costs and expenses of the Division.
• Plan, schedule, and coordinate meetings and events, including conferences, trainings, interviews, and orientations. This includes Board, Board Committee, and MC meetings, along with coordination with IT and food service for participants.
• Contribute to administrative requirements of Annual General Meetings and Extraordinary General Meetings.
• Attend to administrative requirements of secretarial support.
• Execute tasks and special projects and assist in tracking progress towards goals.
• Attend to and manage all Divisional databases.
• Perform clerical accounting and general office duties as needed.
• Write in English and Bahasa, letters, memos, emails, reports, and other documents as requested by Heads in the Division.
• Ensure the office is in order for day-to-day operations.
• Coordinate the execution and stamping of Agreements.
• Maintain the website of the Division.
• Manage Divisional procurement and payments, ensuring progress and completion.
• Follow up on Vendor registration with the supply chain.
• Manage schedules and deadlines for administrative work.
• Prioritize urgent tasks in consultation with Heads of Department.
• Take dictation and meeting minutes, accurately enter notes, and distribute them.
• Handle requests, feedback, and queries quickly and professionally.
• Maintain a daily electronic journal, arrange meetings and appointments, and provide reminders as needed; maintain a master corporate calendar of all events of the Division.

Record Keeping:

• Keep a good record of IT assets of the Division, including stock-taking and record-keeping of computers, iPads, and other tools.
• Collect, organize, and store information efficiently using computers and physical filing systems, including Contracts Registry.
• Ensure contracts, secretarial, and risk management documents are secured, accessible with access control, up-to-date, orderly, and in compliance with MSP of record management.
• Organize the opening, maintenance, and closing of files.
• Plan and lead in ensuring digitalization of documents and ensure the Division abides by indexing and referencing requirements.
• Daily pick up and distribution of mails.
• Record and update credit card spending for the Division.
• Schedule booking of meeting rooms.

HSE:

• Perform as floor manager for HSE role and for the Division.
• Lead, direct, and execute HSE events for the Division.

QUALIFICATIONS / LICENSE / CERTIFICATION REQUIRED:

• Possess a Degree in Corporate Administration / Business Studies / Secretarial or equivalent.

EXPERIENCE:

• Minimum 5 years of working experience in Legal Administration.

REQUIREMENTS:

• Exceptional leadership and time, task management skills.
• Strong problem-solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.
• Proficiency with computers, especially MS Office (PowerPoint, Word, Excel).
• Able to type with all fingers to ensure speed.
• Attend to corrections of numeric, typing, or grammar errors in documents.
• Excellent reading, writing, and speaking in Malay and English.
• Ability to plan for and keep track of multiple projects and deadlines.
• Familiarity with budget planning and enforcement, human resources, and customer service procedures.
• Team player.
• Discretion with confidential information.
• Able to multi-task and prioritize daily work.