1) Secretarial

– Manage schedules and calendars; arrange, coordinate, and schedule meetings; prepare meeting documents, coordinate conference calls, transcribe notes and type correspondence.

– Arrange necessary preparation for meeting/discussion/training i.e. venue, agenda, refreshment, invitation, confirmation, etc.

– Handling itinerary travel arrangements such as transportation, accommodation and advances etc.

– Prepare a variety of written materials (e.g. memos, letters, e-mails, reports, proposals, resolutions, minutes of meetings, etc.) for the purpose of documenting activities, written references and conveying information.

– Composes correspondences, reports and other materials for review or official signature, handles confidential and sensitive materials.

2) Administration and Record Management

– Coordinating office activities and operations to secure efficiency and compliance to company policies.

– Develop, implement and maintain a document control system encompassing database, filing, cross-reference etc. that is relevant to the department to ensure quick and accurate retrieval of various records.

– Maintain variety of manual & electronic records and/or files for the purpose of documenting activities, providing reliable information and complying with Company policies.

– Maintain inventory of office supplies such as stationeries to ensure the availability of the materials when required by the Chairman/Chief Executive.

– Monitor and update Chairman/Chief Executive leave calendar and claims to ensure timely submission.

3) Communication and Correspondence

– Respond to calls, emails, and routine letters; direct inquiries to the appropriate person.

– Maintain, analyse and update all incoming and outgoing correspondences including emails to ensure quick and accurate responses given to high-priority items whilst maintaining the sensitivity of the information.

4) Risk Management

– To ensure all outgoing documents are safely received by third party.

– To make sure all confidential files are safely kept at proper storage and filing systems are secured.