Secretary

Job Purpose

Provide secretarial support to General Manager and maintains the smooth running of the office through a variety of administrative and clerical duties.

Job Responsibilities

• Manage General Manager’s calendar schedule with an objective to arrange for  meetings, conferences, teleconferences, and travel to enable the GM to function effectively
• Prepare minutes of meetings for the General Manager and to circulate to all the participants as well as develop a mechanism to track the activities as per the agreed timeline to provide update to the GM
• Draft/compose/route correspondences and memos on behalf of the General Manager and follow up with respective recipients for effective implementation
• Ensure timely filing of employee records, and other important correspondence in a systematic manner in order to retrieve the same quickly as and when it is required 
• Support, coordinate with other department to obtain the periodic reports on a periodic and timely manner to provide the required update to the GM or to circulate to the relevant departments as required by GM or the business
• Check frequently the levels of office supplies and place appropriate orders to ensure availability at all times
• Update leave planner for all the direct reportees of the GM and ensure that there are no overlap which impact the routine work or the business needs 
• Manage vendors pertaining to Marketing supplies and coordinate with other team members in the evaluation, compilation of quote, release of LPO, verification of bills for submission to accounts department as well as follow up with the respective offices to ensure that the service or activity is not interrupted  
• Provide support to the marketing / sales team members during the consumer promotions in discussion, coordination with vendors, managing the stocks and supplies to branches and other marketing promotional materials in a timely manner during the implementation of the promotions
• Undertake occasional receptionist duties to manage the incoming calls or the visitors to the company
• Carry out any other responsibilities assigned from time to time from the line manager

Job Requirements

Qualifications

• Graduate of Business degree or equivalent 

Experience

• 5 years of prior experience as a Secretary or in similar capacity

Knowledge & Skills

• Proficient in MS Office with a sound knowledge on XL, preparation of presentations using power point or in preparation of other communications using MS word or alternative solutions.
• Strong verbal and written communication skills
• Excellent organisation and time management skills
• Good interpersonal and communication skills
• High degree of attention to detail
• Working knowledge of general office equipment
• Knowledge of shorthand will be an advantage