Administrative Assistant

Position Overview

Provide proficient secretarial, organizational, and administrative support to the Deputy Directors, ensuring efficient management of their schedules, engagements, correspondence, and departmental administrative functions to promote seamless operations within the department.

Core Duties

• Oversee and manage the calendar of the Deputy Directors, facilitating optimal scheduling of meetings, engagements, deadlines, and commitments while proactively identifying and addressing any scheduling conflicts
• Organize the Deputy Directors' meetings and engagements, which includes securing relevant materials, confirming attendee participation, reserving venues, and coordinating technical support to ensure successful execution
• Handle logistics for the Deputy Directors’ official trips, including flight arrangements, event registrations, accommodation bookings, claims submissions, and preparation of necessary supporting documents
• Manage and oversee incoming and outgoing correspondence, such as emails, letters, internal memos, and phone inquiries, ensuring timely routing, responses, documentation, and follow-up on required actions
• Track and monitor the progress of tasks assigned to staff or relevant parties to guarantee timely submissions to the Deputy Directors and address matters requiring their action, ensuring appropriate follow-up
• Provide administrative support by addressing internal memos, letters, and emails directed to the Deputy Directors; maintaining organized and secure records, files, briefing materials, and reference documents in compliance with confidentiality standards; and coordinating visitor arrangements as well as refreshments
• Act as a backup support for the Administrative Assistant to other Deputy Directors, the Secretary to the Director, or the Personal Assistant to the Assistant Governor, as necessary
• Assist in departmental budget management, which includes monitoring usage, processing claims and payments, maintaining expenditure records, and coordinating budget-related requirements for meetings, training sessions, official travel, and departmental events

Candidate Profile

• Possession of a Diploma in Office Management & Technology, Executive Secretarialship, or Secretarial Services from recognized institutions accredited by the Malaysian Qualification Agency (MQA) or an equivalent qualification
• Excellent written and verbal communication skills in English
• Ideally, 2-5 years of relevant experience in secretarial, executive assistant, office administration, or related support roles
• Experience providing support to senior management
• Strong organizational skills and effective time management
• Proficient in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and other relevant internal systems
• Ability to manage structured problem-solving, handle multiple concurrent priorities, and address competing demands while ensuring accuracy, timeliness, and confidentiality
• Capable of exercising sound judgment in prioritizing requests, resolving scheduling conflicts, coordinating cross-functional activities, and anticipating the administrative needs of the department
• Skilled in engaging professionally with stakeholders across the Bank and external parties as needed
• Exhibit professionalism, responsiveness, discretion, collaboration, and strong communication abilities