Secretary – KOTA DAMANSARA, SELANGOR
Job Purpose
Assist in providing administrative support within the CEO Office, including but not limited to, performing office tasks such as organizing and maintaining files and records, document control, handling office supplies, consumables, and printing materials, preparing reports/presentations or correspondence, coordinating and scheduling events/projects, conferences, meetings or appointments, training, travel arrangements, conference/meeting rooms, managing projects, distributing information through the use of telephone, mail, e-mail, etc.
Responsibilities
- Responsible for maintaining the CEO’s electronic diary/calendar system, undertaking a full range of daily, weekly, and monthly reminders and follow-ups as regards the operational matters related to the CEO.
- Making travel arrangements for CEO Offices and special visitors if required.
- Formulate and maintain a well-organized paper, and electronic filing system for document control to ensure easy retrieval and maintain confidentiality of sensitive documents.
- Assist in drafting and maintaining confidentiality of memos/letters. Circulate documents to relevant parties with adequate tracking and ensure document security and confidentiality are maintained. Maintain liaison with dispatch staff on dispatching of mail.
- Order and maintain office supplies, consumables, and printing materials. Liaise with Procurement and Logistics & Warehouse departments for sourcing and ordering of department-required items.
- Assist in the compilation of reports, presentation slides, updating of training material, etc.
- Coordinate and schedule events/projects, conferences, meetings, or appointments, including booking resources, sending invites, compiling agendas, and taking meeting minutes. Ensure circulation of approved minutes to the department and effective filing for ease of retrieval.
- Attend phone calls and inquiries promptly and professionally.
- Upkeep of department mailbox, and ensure appropriate information dissemination through the use of telephones, fax, mail, e-mail, etc.
- Manage projects at the administration office, including but not limited to, cost containment initiatives.
- Assist in the preparation of data and information to support the budgeting and forecasting activities of the department.
- Accurately compile & submit departmental reports on time.
Requirements
- A Bachelor’s Degree in Business Admin, Healthcare Management, or in any related field.
- At least 2-3 years of working experience in an administrative or related field.
- Proven experience of working in an administrative, finance, or similar role in the Hospitality/Service Industry.
- Must be able to handle multiple tasks and be able to make appropriate decisions in difficult situations.
- Must be able to handle demanding clients in acute situations.
- Good computer and data management skills.
- Excellent verbal and written skills.
- Good listening, communication, and organizational skills.
- Strong interpersonal and problem-solving abilities.
- Highly responsible & reliable.
- Must be customer-service orientated and have excellent hospitality skills.
APPLY AT :- JOBSTREET – SUNWAY MEDICAL CENTRE