Full Time Secretary cum Personal Assistant Jobs, Salary up to MYR 8,000 in The Budimas Charitable Foundation Federal Territory - Maukerja

POSITION SUMMARY

The Secretary will play a pivotal role in ensuring the smooth operation of the Principal Officer's schedule and administrative tasks. The candidate will handle scheduling, document verification, and travel arrangements while maintaining a professional and organized approach. The role requires a detail-oriented individual with excellent communication and organizational skills, as well as prior experience in a similar capacity.

Key Responsibilities:

1. Schedule Management:

1.1. Maintain and organize the Principal Officer’s daily, weekly, and monthly schedule.

1.2. Coordinate and arrange meetings, ensuring timely reminders and updates.

1.3. Handle calendar conflicts and prioritize appointments effectively.

2. Document Management:

2.1. Review, verify, and organize documents prior to obtaining the Principal Officer’s signature.

2.2. Maintain a filing system for signed and pending documents, ensuring confidentiality and accessibility.

3. Meeting Arrangements:

3.1. Plan and coordinate internal and external meetings, including booking meeting rooms and arranging necessary equipment.

3.2. Prepare agendas, minutes, and other documentation for meetings as required.

4. Travel and Accommodation Arrangements:

4.1. Organize and book travel, hotel accommodations, and flight itineraries for the Principal Officer.

4.2. Ensure all travel arrangements align with the Principal Officer’s schedule and preferences.

5. Administrative Support:

5.1. Serve as the first point of contact for the Principal Officer, handling correspondence and inquiries professionally.

5.2. Manage incoming and outgoing communications, including emails, calls, and postal mail.

5.3. Assist with general office duties, such as procurement of office supplies, filing, and record management.

6. Event Coordination:

6.1. Provide support for foundation events, including logistical arrangements and communication with stakeholders.

6.2. Ensure the Principal Officer’s involvement in events is well-prepared and seamless.

7. Other Responsibilities:

7.1. Assist in maintaining professional relationships with external and internal stakeholders.

7.2. You may also be required to handle duties related to the Principal Office or other assigned portfolios, depending on operational or business needs.

7.3. Handle ad hoc tasks and special projects as assigned by the Principal Officer.

7.4. You shall perform any other duties as may be assigned to you from time to time.

Key Requirements:

• Education: Minimum Diploma or bachelor’s degree in business administration, Secretarial Studies, or related fields.
• Experience:
• Minimum 3-5 years of relevant experience in a secretarial or administrative assistant role.
• Prior experience working with senior management or in a non-profit organization is a plus.
• Excellent written and verbal communication skills in English (additional languages are an advantage).
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with scheduling tools and travel booking systems.
• Personal Attributes:-High level of professionalism and discretion in handling confidential matters.
• Strong attention to detail and proactive problem-solving skills.
• Flexible, adaptable, and able to work in a fast-paced environment.

Education: Diploma/Degree in any related field

Experience: 4 years

KSA’s (knowledge,Skills & Ability):

Competent in management, computer skills, and knowledge of Microsoft Office Applications and good interpersonal skills

Pay: RM5,000.00 - RM8,000.00 per month

Benefits:

• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person