Administrative Assistant

Department : Governance & Board of Directors Affairs Division

Reporting To : Head, Governance & Board of Directors Affairs Division

Location : Maritime Institute of Malaysia (MIMA), Kuala Lumpur

Salary Range : RM1,700 – RM3,700

Position Objective

To provide comprehensive administrative and secretarial support to the Governance & Board of Directors Affairs Division by ensuring efficient coordination of board meetings, compliance documentation, and the smooth operation of overall office functions.

Key Responsibilities

1. Governance and Board of Directors Support

• Assist in the preparation, distribution, and filing of board papers, meeting minutes, and resolutions.
• Coordinate meeting schedules, logistics, and follow-up actions for Board of Directors and Committee Meetings.
• Maintain proper records of Board documentation in line with organizational policies and regulatory compliance requirements.
• Support the monitoring of appointments, reappointments, and cessation of Board Members, including related correspondence.
• Assist in monitoring and tracking updates on government deadlines, regulatory requirements, circulars, and official announcements relevant to governance and compliance matters.
• Support the updating, maintenance, and safekeeping of corporate registers, statutory record, and governance databases.
• Liaise with external stakeholders, including auditors, regulators and company secretaries, to ensure timely submission and proper documentation of governance related materials.

2. Administrative and Office Support

3. Communication and Liaison

4. General Duties

Minimum Qualifications

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