Job Description: Administrative Assistant
Position Overview:The Administrative Assistant plays a vital role in providing essential administrative and clerical support to ensure the smooth operation of an organization or department. This role involves managing various tasks, maintaining efficient processes, and contributing to the overall productivity of the team. The Administrative Assistant reports to [Supervisor/Manager's Name] and works closely with colleagues across different functions.
Key Responsibilities:
Office Management:Greet visitors, answer incoming calls, and direct inquiries to the appropriate person.
Maintain a clean and organized office environment, including managing office supplies and equipment.
Coordinate and schedule meetings, conference calls, and appointments.
Assist in arranging travel accommodations and itineraries as required.
Documentation and Record Keeping:Create, format, and edit documents, reports, memos, and presentations.
Manage and organize both physical and electronic files, ensuring easy retrieval and proper confidentiality.
Process and distribute incoming and outgoing mail and emails.
Communication and Correspondence:Draft and proofread communications, emails, and other written materials.
Respond to routine inquiries and correspondence, forwarding complex issues to appropriate parties.
Act as a liaison between various departments, relaying information accurately and promptly.
Data Entry and Management:Accurately input and maintain data in spreadsheets, databases, and other systems.
Generate regular reports and summaries as requested by management.
Assist in compiling and analyzing data to support decision-making processes.
Scheduling and Calendar Management:Manage calendars for team members, scheduling meetings and appointments.
Coordinate availability and organize meeting logistics, including room reservations and catering.
Supporting Special Projects:Assist in the coordination of events, workshops, and training sessions.
Participate in cross-functional projects, providing administrative support as needed.
Collaborate with team members to complete tasks and projects within deadlines.
Administrative Support:Assist in preparing and monitoring budgets and expenses.
Coordinate internal and external communications, ensuring accurate dissemination of information.
Provide administrative support to managers and executives, including calendar management and travel arrangements.
Qualifications and Skills:
- High school diploma or equivalent; additional education or certifications are a plus.
- Proficient computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong organizational skills with excellent attention to detail.
- Effective verbal and written communication skills.
- Ability to prioritize tasks, manage time efficiently, and meet deadlines.
- Strong interpersonal skills and the ability to work well within a team.
- Discretion and the ability to handle sensitive information with confidentiality.
- Adaptability and a willingness to learn and take on new tasks.
- Previous administrative experience is preferred but not always required.
Working Conditions:
The Administrative Assistant works primarily in an office environment, often sitting for extended periods while using a computer and phone. The role may require occasional lifting of light objects and some flexibility in working hours, especially during busy periods or when supporting special events.
This job description is a general overview and may be subject to modifications and adjustments based on the specific needs of the organization or department.
Job Type: Full-time
Salary: RM1,500.00 - RM3,000.00 per month
Benefits:
- Maternity leave
Schedule:
- Day shift
Supplemental pay types:
- Attendance bonus
- Commission pay
- Performance bonus
Expected Start Date: 09/01/2023
