Chin Hin Group Hiring! Full Time Junior Secretary in Federal Territory - Ricebowl

Key Responsibilities

A. Executive & Personal Support (GMD Office)

• Provide administrative and secretarial support to the GMD office, covering both business and personal matters.
• Anticipate the needs and preferences of the GMD and immediate family to ensure a seamless, well-prepared, and professional experience at all times.
• Plan, coordinate, and manage travel arrangements including visas, flights, accommodation, transportation and dining reservations.
• Organise daily movement schedules, including coordination with drivers and bodyguards, ensuring timely updates and alignment with the GMD’s agenda.

B. Office Management

• Ensure office environment reflects professional, executive, and corporate standards.
• Manage stationery, office supplies, refreshments, pantry inventory, meeting room readiness, cleanliness, and presentation
• Coordinate with internal departments and external vendors on repairs and maintenance, facilities management, IT, equipment, and office services support
• Monitor and follow up on all maintenance and service issues to ensure timely resolution with minimal disruption.

C. Administrative & Documentation Support

• Manage incoming and outgoing correspondence, ensuring timely responses and proper follow-up.
• Maintain accurate records, documentation, and filing systems in accordance with internal governance and audit requirements.
• Handle expense tracking, claims, and administrative records where required.

D. Events & Coordination

• Organise, coordinate, and support internal and external events hosted or attended by the GMD, including meetings, corporate functions, and private engagements.
• Liaise with internal teams, vendors, and external parties to ensure events are executed professionally and smoothly.
• Provide on-the-ground support during events as required.

Job Requirements

Qualifications & Experience

• Diploma or Bachelor’s Degree in Secretarial Studies, Business Administration, or equivalent.
• Minimum 1 year of experience in a secretarial or executive administrative role.

Skills & Competencies

• Highly meticulous, detail-oriented, and task-focused.
• Strong organisational, planning, and multitasking abilities with a strong sense of urgency.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Excel (Intermediate), Power BI, PowerPoint Presentation and Word.
• Competent in using AI productivity tools.
• Ability to work independently with minimal supervision while collaborating effectively as part of a team.
• Strong interpersonal skills.

Language Requirements

• Fluent in English, Mandarin and Bahasa Malaysia (role requires interaction with Mandarin-speaking stakeholders).
• Ability to converse in Hokkien and/or Cantonese is an added advantage.

Personal Attributes

• High level of integrity with the ability to maintain strict confidentiality.
• Professional, calm, and composed under pressure.
• Flexible, adaptable, and resourceful with a strong learning attitude.
• Willingness to take on new challenges and responsibilities beyond routine scope.