As a Secretary to the Managing Director, you will play a crucial role in providing comprehensive administrative and secretarial support to ensure the smooth functioning of the Managing Director's office. You will be responsible for managing communication, scheduling, and handling various administrative tasks to enhance the efficiency and effectiveness of the executive's workflow.

Key Responsibilities:

Calendar Management:
- Maintain and organize the Managing Director's schedule, including meetings, appointments, and travel arrangements.
- Coordinate and schedule internal and external meetings, ensuring timely communication and follow-up.
Communication Handling:
- Manage incoming calls, emails, and other forms of communication on behalf of the Managing Director.
- Draft and prepare professional correspondence, reports, and documents.
Documentation and Filing:
- Organize and maintain physical and electronic files, ensuring easy retrieval of information.
- Prepare and review documents, presentations, and reports as required.
Travel Coordination:
- Make travel arrangements, including booking flights, hotels, and transportation for the Managing Director.
- Provide detailed itineraries and necessary documents for business trips.
Meeting Support:
- Coordinate and set up meetings, ensuring all necessary resources and materials are prepared in advance.
- Record minutes of meetings and distribute them to relevant stakeholders.
Confidentiality:
- Handle sensitive information with discretion and maintain confidentiality in all matters related to the Managing Director's office.
Task Prioritization:
- Prioritize tasks and deadlines to ensure the Managing Director's time is optimized.
- Proactively identify areas where support is needed and take initiative to address them.
Relationship Management:
- Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and team members.
Office Management:
- Oversee the general functioning of the Managing Director's office, ensuring supplies are stocked and equipment is in working order.
Ad Hoc Support:
- Provide ad hoc administrative support as required by the Managing Director.

Qualifications and Skills:

Bachelor's degree in business administration or a related field is preferred.
Prior experience in a similar role supporting top-level executives.
Proven experience as an executive secretary or administrative assistant.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in office software (e.g., Microsoft Office Suite).
Discretion and confidentiality in handling sensitive information.
Ability to work independently and collaboratively in a fast-paced environment.
Attention to detail and a high level of accuracy.

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Ferrotec Manufacturing Malaysia