全职 Executive Secretary 工作, 薪水, BASF Asia-Pacific Service Centre Sdn. Bhd. Federal Territory 公司招聘中 - Ricebowl

Objectives of the Position

• According to company procedures, perform clerical, administrative, and general office duties of confidential nature with limited supervision, typically for teams by discipline, with the aim to facilitate operations, information flow, and formal people interactions (e.g. meetings, workshops, conferences).
• Support the Vice President by providing secretarial and administrative support in a well-organized (e.g. digital tools) and timely manner.
Provide professional communication and communicate instructions from the supervisor to stakeholders in a professional manner

Main Tasks

Support supervisor by providing professional business administrations

• Provide a wide range of administrative and secretarial support to the Vice President, including calendar management, meeting coordination, and business travel arrangements.
• Act as a professional first point of contact for both internal and external key stakeholders, prioritizing enquiries and managing competing administrative demands by proposing options or recommendations for alignment.
Exercise sound judgment in handling administrative matters and stakeholder interactions within a defined scope. Maintain proper business communication with all levels internally and externally.

Correspondence

• Prepare and draft correspondence, emails, memos, meeting minutes, reports, and presentation materials as required in a professional manner.
Support communication under the direction of the Vice President to various individuals and/or departments and obtain information from other managers, ensuring accuracy and professionalism.

Information handling

• Handle confidential information, files, and materials with care and discretion, ensuring information security in line with company guidelines.
Maintain proper documentation, filing, and archiving systems to ensure information is traceable and easily accessible.

Scheduling logistic support for business meetings and travel

• Coordinate and support meetings, workshops, and internal / regional activities, including meeting arrangements, agendas, invitations, room bookings, and logistics as required.
• Provide support for visits by regional or global stakeholders, including assistance on invitation letters, hotel reservations, pickup arrangements, and meeting coordination.
• Assist with meeting preparation and follow-up coordination as required.
• Support the Vice President’s business travel, including hotel reservations, ticketing, and travel document applications.
• Support travel-related administrative tasks in coordination with BASF’s travel service provider, BMS, and Regional Travel Management as required.
Prepare and submit travel expense statements if requested.

Working Environment

• Contribute to building a professional and well-organized working environment from an administrative support perspective.
Support effective collaboration in a fast-paced and global working environment.

Other Task

• Carry out other duties assigned by the Vice President.
Perform ad-hoc tasks requiring flexibility, prioritization, and sound judgment within defined scope

M inimum Education and Qualification Required for the Position

• Education: University degree or above, major in Administration, Linguistics, Logistics, or related disciplines.
• Working Experience: 2–5 years’ experience supporting senior leaders (Director / VP level) in a multinational environment.
• Technical & Professional Knowledge:
  • Good command of verbal and written English and Bahasa Malaysia.
  • Strong communication, interpersonal, and stakeholder coordination skills.
  • Strong computer skills in MS Office, especially Outlook, MS Teams, Excel, Word, and PowerPoint.
• Energetic personality with good attention to detail.
• Mature, reliable, and able to work with minimal supervision.