Job Description

Company Background

We are representing our client a well established humanitarian organization that provides humanitarian and developmental aid worldwide.

Attractive Remenuration & Benefits Provided:

• Flexi working hours/hybrid work arrangement
• Medical and hospitalisation insurance (Employee & Dependent)
• Optical and dental (Employee & Dependent)
• Parental Leaves
• Dependency Allowance

This role is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor's day-to-day activities, as well as his/her section. This role also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

• Communication Support
• Administrative Support
• Operations Support

Job Responsibilities:

Communications Support

• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensure timely submissions by staff of reports, correspondence and other documents.

Administrative Support

• Maintain the supervisor's calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor's signature reviewing for style, factual and grammatical accuracy.

Operations Support

• Supports capacity development activities and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

Capabilities:

Project Management

• Create project plans, objectives and deliverables
• Track and organize resources like time, budget, and team efforts
• Identify and report potential risks for further guidance

Collaboration

• Navigate organizational dynamics and adapt behavior to respond to different situations
• Choose appropriate words, tone and tailors' messages respectfully and persuasively to suit different audiences
• Write clear, concise and well-structured reports and documents using appropriate language
• Pay close attention to what others are saying, asking questions for clarification
• Present ideas and information clearly in front of groups

Problem Solving

• Analyze data, identify trends, patterns and anomalies
• Evaluate information, analyze problems, identify underlying causes and risks
• Summarize and communicate findings, focusing on actionable insights to support decision-making
• Make decisions in time-sensitive situations, even with incomplete information
• Assess the potential impact of solutions (costs, benefits and risks)

Digital Dexterity

• Utilize AI-powered tools and platforms to automate data analysis
• Apply prompts to improve the quality of reports and data, ensuring alignment with internal regulations and policies
• Use specialist technology business systems and software
• Analyze and summarize data from various business systems to generate reports and insights.

Requirements:

• Minimum Diploma/Degree in Business Administration, Management or related field.
• Minimum 6 years of relevant administrative or executive support, preferably supporting senior-level managers.
• Strong organizational, planning, and prioritization skills, with the ability to manage multiple tasks proactively and anticipate needs.
• Self‑starter with a high level of initiative, confidence, and ownership of responsibilities.
• Proven ability to manage confidential and sensitive information with discretion, diplomacy, and sound judgement.
• Experience utilizing AI-powered tools and platforms to automate data analysis and apply prompts to improve the quality of reports and data
• Experience analyzing data, identifying trends, patterns and anomalies
• Excellent written and verbal communication skills, with the ability to engage professionally with senior leaders and diverse stakeholders.
• Proficiency in MS Word, Excel, PowerPoint, and corporate systems such as SharePoint and enterprise resource planning tools.

Qualified and interested candidates may apply online or email your updated resume to:

Adelene | adelene@ talentrecruit.com.my | +60123343582 (WhatsApp)

Only shortlisted candidates will be notified.