JOB DESCRIPTION
This role provides comprehensive administrative support to the Executive Director. Key responsibilities include board secretariat duties and administrative support to ensure seamless operations and effective coordination of relevant activities within the organization.
The individual should excel in multitasking, maintaining confidentiality, and demonstrating exceptional communication skills. This role demands a proactive and adaptable person who can anticipate the Executive Director’s needs and ensure a seamless workflow. Key responsibilities include delivering prompt guidance and assistance to the Directors on office administration, scheduling, and task completion. Exceptional time management skills are essential.
Board Secretariat
- Responsible for the full spectrum of administrative functions relating to meetings with the Management Committee.
- Assist in the timely preparation, distribution, and archiving of board meeting agendas, coordinate and prepare presentations, minutes and documentation, maintaining a high level of confidentiality, accuracy and attention to detail.
- Coordinate board meeting logistics, including scheduling, booking venue, refreshment arrangements, and technology setup.
- Maintain accurate and up-to-date records of board resolutions, actions and decisions.
- Liaise with other departments and stakeholders to ensure timely and effective communication and closure of any follow-up actions.
Administrative Support
- Manage Executive Director’s calendar, including scheduling appointments and meetings, ensuring effective time management and coordination.
- Maintain high level of confidentiality when dealing with sensitive information, exercise discretion and maintain professionalism at all times.
- Handle and file expense claims for the Executive Director and keep track and collate all expense claims for audit purposes.
- Prepare and edit reports, draft presentation slides, and other documents as needed.
- Assist in organizing meetings including logistical arrangements and material preparation.
- Any other duties as assigned by Reporting Officer or Management.
JOB REQUIREMENT
- Degree/Diploma in Business Management or equivalent
- Minimum 3 years of relevant experience
- Strong organisational skills, ability to manage multiple tasks concurrently and prioritise effectively
- Excellent verbal and written communication skills; adept at creating simple, concise presentation slides
- Attention to detail, thorough in completing tasks accurately while ensuring nothing is overlooked.
- Proactive, anticipate needs and take the initiative to address challenges before they become issues
- Proficient with MS Office Applications
- Possess professional ethics and able to maintain high standards of confidentiality
1 year contract, convertible to permanent position.
Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)
We regret to inform that only shortlisted candidate will be notified.
Click here to apply : Admin Executive (RRF_MMW_025)