Position: Secretary

Department: Chief Executive Officer’s Office

Location: Level 2, Tower 2, PETRONAS Twin Towers, Kuala Lumpur City Center

Requirements:

• Diploma in office management, secretarial and admin or any relevant fields and/or minimum 3 years of relevant working experience

• Possess good planning, organizing, communication, interpersonal skill

• Well-versed in office tools and applications such as Microsoft Office Teams, SAP, search engines etc

 

Job Purpose:

Provide administrative and secretarial services to Chief Executive Officer’s Office in a timely, efficient, and cost-effective manner to support business and operational objectives and plans and in compliance with the approved policies and procedures.

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Key Accountabilities:

1. Secretarial Assistance

 Provide secretarial assistance in a timely manner through:

• Managing business meetings and calls

• Performing online scheduling for time and daily management

• Determining and prioritizing appointment schedule based on level of importance and urgency to the business

• Correspondences with internal and external stakeholders and addresses queries or problems appropriately.

• Preparing business meeting documents including (but not limited to) meeting agenda, presentation materials, minutes of meetings (MOM) as well as arrangement of meeting logistics

• Disseminating and explaining the latest departmental updates to staff and clients

 

2. Office IT and Virtual Collaboration

Manage IT related matters by:

• Planning and coordinating IT equipment requirements, coordinating issues and liaising with the IT helpdesk for assistance to ensure the smooth running of department activities

• Act as departmental focal in sharing updates or information and resolving issues for virtual collaboration tools such as Microsoft Teams

• Planning and managing staff registration and access to relevant platforms (e.g., SAP, Process Director, Common Directory etc.)

 

3. Office Management

 Manage and monitor the administration of staff related matters by:

• Managing and administering staffs’ training plan and budget, staffs’ leave administration

• Managing logistic requirements for the department i.e.: meetings, events and travel

• Plan and manage travel requirements for Chief Executive Officer i.e., accommodation, transportation, travel documentation, flight schedules etc.

• Preparing Chief Executive Officer’s claims

• Verifying staffs' claims and overtime in compliance with the approved policies and procedures

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4. Information and Knowledge Management

Manage the information and documentation system by:

• Tracking and obtaining up-to-date information as well as disseminating and explaining information to rightful parties timely

• Preparing memo or circular documents for superior's clearance

• Recording and storing departmental information and documents as per approved company’s policies and guidelines while maintaining the confidentiality of the data

• Maintaining hardcopy, paper. electronic filing systems and archives and keep documents up to date

• Creating and maintaining reference documents for filing system to facilitate document retrieval

• Sourcing and retrieving elevant documents and information timely as and when required (e.g., for audit purposes) and ensuring that the record management systems is in compliance with existing company’s documents control and records management procedure

• Maintaining customer confidence and protecting operations by keeping information confidential

• Securing information by completing database backups

 

5. Department Engagement and Activities

• Manage and coordinate the implementation of engagements and activities including the planning of the company's social and employee's engagement, groupwide training, upskilling sessions etc.

 

6. Other Duties as Assigned by the CEO

• Plan and execute all other duties as assigned by the CEO

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Generic Accountabilities:

1. Networking and Relationship Building

• Foster and sustain effective working relationships and rapport with the government authorities, business and management institutions, national and key industry players and service providers in order to keep abreast with the latest development in the relevant markets and capitalize on insider status and strategic alliances to capture opportunities for new business ventures and enhance public confidence in the company business solutions, products and services.

 

2. Good Governance

• Enforce the implementation of applicable procedures and guidelines and affect the compliance to statutory and legislative requirements in order to ensure conformance to the established Limits of Authority (LOA), policies and government regulations to safeguard company and shareholders’ interest, image and reputation.

 

3. Mindset, Behavior & Culture

• Develop and implement distinctive mindset, behaviour and culture within the working team to achieve high work performance by adopting and implementing value interventions, tools and methodologies to promote and instil high sense of commitment, ownership, integrity and loyalty that will contribute to operational excellence.

 

4. Leadership & Capability Development

• Drive the development of a competent working team that will enhance and sustain staff capabilities in achieving high performance delivery to ensure internalization of the right leadership and capabilities in executing their jobs.

 

5. HSE Policies and Code of Conduct

• Communicate, interpret, and champion the execution of the objectives and provisions of the Health, Safety and Environment (HSE) policies and Codes of Conduct and Business Ethics (COBE) within the working team and undertake appropriate mitigation and/or intervention programs.