Administrative Assistant

MIMAKuala Lumpur, Kuala Lumpur, Malaysia

13 jam yang lalu

Penerangan pekerjaan

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

Manage departmental correspondence, filing systems, and official documentation.

Coordinate travel arrangements, claims, and logistical needs for Board Members when required.

Provide administrative assistance for governance-related audits, compliance reviews, and reporting.

3. Communication and Liaison

Serve as the first point of contact for governance-related inquiries.

Liaise with internal departments to collate reports, data, and other inputs for board submission.

Ensure confidentiality and proper handling of sensitive corporate information.

4. General Duties

Assist in preparing reports, presentations, and briefing notes.

Monitor office supplies and requisitions for the department.

Perform any other duties as assigned by the Head of Department or Management from time to time.

Minimum Qualifications

Diploma or equivalent qualification in Business Administration, Office Management, Executive Secretarial Studies, Corporate Management, or a related field.

Minimum of 2 years’ experience in administrative, secretarial, or corporate governance support. Preference will be given to candidates with experience assisting Board of Directors or Management Committees.

Good written and verbal communication skills in both Bahasa Melayu and English .

Skilled in minute-taking, official correspondence, and handling confidential documents.

Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and online meeting platforms (Teams / Zoom).

Disciplined, meticulous, ethical, and able to work independently with minimal supervision.

Preference will be given to candidates with knowledge of corporate governance principles, board procedures, and dealings with government agencies.

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Administrative Assistant • Kuala Lumpur, Kuala Lumpur, Malaysia

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