Overview
Secretary, Regional & State Coordination Division Jobs in Cyberjaya, Selangor, Malaysia at Malaysian Communications and Multimedia Commission
Title: Secretary, Regional & State Coordination Division
Company: Malaysian Communications and Multimedia Commission
Location: Cyberjaya, Selangor, Malaysia
Job Summary
To provide administrative, organizational, and project support to the Head, Regional & State Coordination Division to ensure smooth execution of strategic initiatives. The Assistant Executive is responsible for managing day-to-day office functions, coordinating meetings, and overseeing document management and assisting in project planning and reporting. This role ensures the Central Region operates efficiently and effectively while maintaining agility for future changes.
Job Responsibilities
1. Manage the daily operations of the Regional & State Coordination Division to ensure seamless functionality and optimal resource availability, minimizing disruptions and office downtime. Maintain a target of 99% uptime for office facilities, systems and essential services.
2. Provide comprehensive administrative support to the Head of Division, including calendar management, meeting coordination, travel arrangements, and correspondence handling. Perform other duties as assigned to support the objectives of the Division.
3. Coordinate and schedule internal and external meetings for the Head Regional & State Coordination Division, ensuring the timely preparation and distribution of meeting materials. Maintain a standard where 95% of meetings commence on time, with all relevant meeting materials distributed at least 24 hours in advance.
4. Manage and maintain a well-organized and up-to-date filing system (both digital and physical), enabling quick and accurate access to critical documents. Maintain an efficient filing system that enables prompt document retrieval while ensuring 100% accuracy in filing and classification.
5. Coordinate and manage travel arrangements and expense reporting for the Head, Regional & State Coordination Division and team, ensuring cost-efficiency, compliance with policies and timely report processing. Ensure a 99% accuracy rate in expense reporting and documentation.
6. Manage internal and external correspondence, ensuring timely and accurate responses to queries and requests. Achieve a response rate of 90% of correspondence within 24 hours, maintaining 99% accuracy in all communications.
7. Assist in the planning and execution of regional events, ensuring logistical efficiency and compliance with budgetary guidelines. Maintain event expenses within a 10% variance of the approved budget.
8. Manage office supply and maintain vendor relationships to ensure timely delivery of services and materials. Reduce office supply costs by 10% through smart procurement and ensure 95% adherence to vendor Service Level Agreements (SLAs).
9. Track and monitor regional budget expenditures, ensuring spending aligns with allocated limits. Ensure 90% adherence to the allocated budget, with any variances above 10% promptly identified and reported.
10. Assist in the recruitment process for vacancies within the Regional & State Coordination Division. Ensuring 100% accuracy on documentation including JDs & SRF. Vacancies must be filled up within 60 days of submitting complete documentation to TMD.
11. Track and manage office assets and supplies, ensuring adequate inventory levels and asset accountability. Achieve 100% completion of quarterly asset audits and prevent stock-outs of essential supplies.
12. Monitor and follow up on project timelines, deliverables, and action items to ensure successful implementation.
13. Liaise with internal departments and external stakeholders to ensure alignment and effective communication.
Qualifications & Work Experience
- Diploma in Office Management, Business Administration, or related fields.
- Professional certification in administrative management (preferred).
- 3-5 years of relevant administrative experience, preferably supporting senior management.
- Experience in budget monitoring, procurement, or event planning is an advantage.
Technical Competencies/Skills
- Proficient in Microsoft Office (Word, Excel, PowerPoint) and document management systems.
- Budget monitoring and expense reporting.
- Meeting and event coordination.
- Vendor and procurement management.
Behavioral Competencies/Skills
- Strong organizational and time-management skills.
- Attention to detail and accuracy.
- Effective communication and interpersonal skills.
- Problem-solving and adaptability to changing priorities.
- Proactive approach to supporting senior leadership.
