Senior Secretary to Director of Human Resource, Administration & Finance

Department : Human Resource, Administration & Finance

Reporting To : Director of Human Resource, Administration & Finance

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

Salary Range : RM2,500 – RM4,500

Position Objective

Responsible for providing comprehensive administrative and secretarial support with a high level of confidentiality to the Director of Human Resource, Administration and Finance. This role ensures the smooth coordination of daily tasks, effective communication, proper documentation management, and the overall efficiency of office operations at the senior management level.

Key Responsibilities

• Manage the Director’s schedule, appointments, and meetings, including preparing meeting materials and minutes.
• Coordinate the preparation of departmental reports, memos, and official correspondence for the Director’s review and signature.
• Oversee the daily administrative operations of the Director’s office to ensure efficiency and orderliness.
• Manage incoming and outgoing correspondence and ensure timely follow-up actions.
• Screen phone calls, emails, and other communications on behalf of the Director in a professional and courteous manner.
• Draft official letters, emails, and documents using proper corporate format and language.
• Organize, maintain, and manage departmental records systematically while ensuring confidentiality of all information.
• Coordinate meeting records, internal memos, and documents related to Human Resource and Administration matters for the Director Human Resource, Administration and Finance.
• Act as a liaison between the Director, staff, other departments, and external agencies.
• Coordinate official matters such as meeting room bookings, work-related travel arrangements, and official events involving the Director of Human Resource, Administration & Finance.
• Assist in managing special assignments, departmental programs, and internal events.
• Perform any other duties as assigned from time to time.

Minimum Qualifications

Core Competencies

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