About the Job
To provide professional, efficient, and confidential secretarial and administrative support to the General Manager by managing appointments, meetings, correspondence, records, communication, and follow-up activities.
The position ensures effective coordination between executive management, departments, employees, and external stakeholders, enabling the executive to perform managerial responsibilities efficiently and ensuring that assigned tasks and decisions are followed up on time.
- JOB DESCRIPTION
1.1. Main Duties and Responsibilities
A. Executive Schedule and Appointment Management
Manage and maintain the executive's daily, weekly, and monthly schedule.
Arrange appointments, meetings, conferences, and official engagements.
Coordinate meeting dates and times with relevant departments and participants.
Prioritize appointments based on urgency, importance, and executive instructions.
Remind the executive of upcoming meetings, appointments, and important deadlines.
Adjust schedules when changes occur and communicate updates to concerned parties.
B. Meeting Coordination and Documentation
Prepare meeting agendas in consultation with the executive and concerned departments.
Organize meeting venues, required documents, equipment, and participant lists.
Attend meetings as assigned and accurately record minutes.
Prepare and distribute meeting minutes to authorized participants.
Record decisions, action points, responsible persons, and deadlines.
Follow up on meeting decisions and report pending actions to the executive.
Maintain organized records of meetings and executive decisions.
C. Correspondence and Communication Management
Receive, screen, and manage incoming letters, emails, telephone calls, and other communications.
Prepare, type, edit, and proofread official letters, memoranda, reports, and other documents.
Forward correspondence to the appropriate departments or individuals based on executive instructions.
Ensure timely preparation and dispatch of outgoing correspondence.
Maintain a correspondence register and track important documents.
Communicate professionally with employees, management, visitors, customers, and external stakeholders.
Ensure that official communications are accurate, properly formatted, and submitted on time.
D. Executive Administrative Support
Provide daily administrative support to the executive.
Prepare briefing materials, presentations, reports, and reference documents.
Collect information from departments as requested by the executive.
Organize documents required for executive decision-making.
Assist in preparing official travel arrangements, including transportation, accommodation, and itineraries.
Receive visitors and arrange appointments with the executive.
Coordinate the executive's official activities with relevant departments.
Perform other administrative duties assigned by the immediate supervisor.
E. Document and Records Management
Maintain an organized filing system for executive correspondence, reports, meeting minutes, and decisions.
Register, classify, and file incoming and outgoing documents.
Maintain both electronic and physical records in accordance with company procedures.
Retrieve documents promptly when requested by authorized personnel.
Ensure the accuracy, completeness, and proper handling of executive records.
Protect confidential documents from unauthorized access.
Ensure proper document retention and transfer in accordance with company policy.
F. Follow-up and Coordination
Follow up on tasks and instructions assigned by the executive to departments and responsible employees.
Maintain a follow-up register showing assigned activities, responsible persons, deadlines, and progress.
Request progress updates from concerned departments.
Identify overdue assignments and bring them to the attention of the executive.
Coordinate communication between the executive and departmental heads.
Prepare periodic follow-up reports on pending and completed assignments.
Ensure that executive instructions are communicated accurately and implemented within the required timeframe.
G. Confidentiality and Professional Ethics
Maintain strict confidentiality of executive communications, company information, and official documents.
Handle sensitive information professionally and responsibly.
Avoid unauthorized disclosure of company information.
Maintain professional conduct, integrity, and impartiality.
Ensure that confidential documents are securely stored and accessed only by authorized personnel.
Comply with company policies, procedures, and applicable laws.
H. Office Management and Other Duties
Ensure the availability of necessary office supplies and secretarial materials.
Maintain the proper functioning of office equipment and report technical problems.
Keep the executive's office documents and working materials organized.
Coordinate with relevant administrative units to facilitate executive activities.
Support the preparation of official events, conferences, and management meetings.
Perform other related duties assigned by the immediate supervisor.
About You
Job Requirements
A. Educational Qualification
Bachelor's Degree /Diploma in Business Administration, Management, , Secretarial Science & Office Management, or a related field.
Relevant secretarial or administrative training is an advantage.
B. Work Experience
Minimum of 2/4 years of relevant experience in secretarial, administrative, or executive support work.
Experience supporting senior management in a manufacturing is an advantage.
C. Knowledge and Skills
Knowledge of office administration and secretarial practices.
Knowledge of business correspondence and document preparation.
Knowledge of meeting coordination and minute-taking.
Good understanding of document filing and records management.
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and office communication systems.
Knowledge of ERP or electronic document management systems is an advantage.
D. Required Competencies
Excellent written and verbal communication skills.
Strong organizational and time-management skills.
Ability to prioritize multiple tasks.
Accuracy and attention to detail.
Confidentiality and professional integrity.
Good interpersonal and coordination skills.
Ability to work independently and as part of a team.
Problem-solving and decision-making skills.
Ability to work under pressure and meet deadlines.
Professional attitude and customer service orientation.
Requirement Skill
Ability to coordinate multiple tasks and work under pressure.
Documentation & Reporting
Desired Skill
- Strong coordination and networking skills
Ability to deliver quality work within deadlines
Ability to plan and coordinate
Perks + Benefits
Medical Allowance
Training Opportunities
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