Total 29 secretary job vacancies in Administrative / Clerical category in Malaysia

Job Responsibilities

1. Reporting to senior management and performing general secretarial duties including taking dictation, typing, attending to incoming calls, and provide office administrative support.
2. Proper arrangement of business appointment, travelling, visa and accommodation of directors.
3. Taking minutes of Department's meeting and prepare meeting report. 
4. Coordinate all the activities of Director and keeping record of all meetings and appointments.
5. Scheduling appointments, maintaining an events calendar, and sending reminders. 
6. Handling all incoming and outgoing correspondence.
7. Preparing facilities for scheduled events and arranging refreshments, if required.
8. To attend to Director personal and administrative matters which include checking and compilation of claim, phone bill payment, passport renewal, purchasing of business gift etc.
9. Undertake other special assignment, ad-hoc functions and related duties.

Job Requirement

1. Diploma, Advanced/Higher/Diploma in Business admin, secretarial course or equivalent.
2. Certification in secretarial work, office administration or related training.
3. 3 years of experience as a personal assistant would be advantageous. 
4. Advanced typing, note-taking, recordkeeping, and organizational skills. 
5. Working knowledge of printers, copiers, scanners, and fax machines.
6. Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding. 
7. High integrity and able to handle confidential information well.
8. Excellent written and verbal communication skills.

Job Responsibilities

1. Reporting to senior management and performing general secretarial duties including taking dictation, typing, attending to incoming calls, and provide office administrative support.
2. Proper arrangement of business appointment, travelling, visa and accommodation of directors.
3. Taking minutes of Department's meeting and prepare meeting report. 
4. Coordinate all the activities of Director and keeping record of all meetings and appointments.
5. Scheduling appointments, maintaining an events calendar, and sending reminders. 
6. Handling all incoming and outgoing correspondence.
7. Preparing facilities for scheduled events and arranging refreshments, if required.
8. To attend to Director personal and administrative matters which include checking and compilation of claim, phone bill payment, passport renewal, purchasing of business gift etc.
9. Undertake other special assignment, ad-hoc functions and related duties.

Job Requirement

1. Diploma, Advanced/Higher/Diploma in Business admin, secretarial course or equivalent.
2. Certification in secretarial work, office administration or related training.
3. 3 years of experience as a personal assistant would be advantageous. 
4. Advanced typing, note-taking, recordkeeping, and organizational skills. 
5. Working knowledge of printers, copiers, scanners, and fax machines.
6. Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding. 
7. High integrity and able to handle confidential information well.
8. Excellent written and verbal communication skills.

As an admin support, you will play a key role in supporting the director in maintaining diaries, arranging appointments and screening incoming calls. You will be greeting and receiving all visitors, managing mails, office supplies (such as stationery, equipments), keying in time sheets and any other ad-hoc duties.

As a project secretary, you will play an important role in supporting the project teams in project administration which includes but not limited to correspondence, filing, scheduling of meetings, preparation of payment certificates, etc.

Details:

We are looking to hire a Secretary who has a positive work ethic, keenness to learn, and who enjoys working in a fast-paced environment.

Company Overview:

We are a law firm in the CBD. Our work environment is friendly, energetic, exciting and fast-paced, and we make it a priority to provide our employees with quality training and opportunities for professional development.

Responsibilities:

• Manage day-to-day administrative support
• Manage an extensive and detailed calendar of meetings and appointments
• Assist with travel arrangements, which includes the preparation of a detailed travel itinerary
• Handle correspondence through emails, phone calls and other communication channels

Requirements:

• Prior secretarial or Personal Assistant experience will be useful, but not necessary
• Excellent command of written and spoken English
• Good interpersonal skills; dynamic and strong team player
• Enjoys dealing with many people
• Ability to perform well independently with minimal supervision in a fast-paced environment
• Good organizational skills
• Proficient in MS Word, Excel and PowerPoint

All applications will be treated with full confidentiality. (Only shortlisted candidates will be notified.)

A commercial law firm based in Birmingham City Centre is seeking a Legal Secretary, paying up to £27,000 plus benefits, to support their growing Real Estate and Projects Team.

Based in the Birmingham office, you will be joining one of the companies fasted growing teams, helping to support their fee earners and solicitors with all of their administrative needs. This is a really great role in a company that provides extensive opportunity for growth, development and further training.

Duties will include the following:

• Audio and copy typing as well as document processing
• Formatting documents and any other relevant documentation as needed
• Opening files and cases
• Organising and maintaining accurate files both in hard copy and electronically
• Producing invoices and dealing with any queries
• Produce frequent summaries of account ledgers
• Diary management for the fee earners
• Prepare travel itineraries, book transport and accommodation as required
• Receiving phone calls from clients; taking messages where needed
• General administrative support for the department
• Provide cover and support to the other secretaries within the team as and when

The ideal candidate will come from a legal background, but all areas of professional services will be considered. You will have an eye for detail as well as being process driven, enjoying working in a strictly administrative capacity. Adaptable and confident, you will be working as part of a wider team, but there will also be a lot of autonomous working in this role. Excellent communications skills, you will be the go to person for the team. The team are looking for someone with great typing and dictations skills, due to the nature of the projects.

If you are a secretary looking for a role in a growing firm where there will be loads of opportunity to grow then please do apply!

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is acting as an Employment Business in relation to this vacancy.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.

The Team Secretary is to project a polite and professional front at the TMG office when dealing with the Board, fellow employees and visitors. She is to ensure that the various office administration process and systems are efficiently and effectively managed and the office is properly maintained.

Responsibilities:

Personal Assistant (“PA”) to Group CEO (“GCEO”) and Group CFO (“GCFO”):

• Provide comprehensive support to the GCEO and GCFO in all secretarial and administrative functions;
• Calendar management for GCEO and GCFO including scheduling of meetings and coordination with external parties; and
• Assist in travel arrangements such as booking flights, cars, and making hotel and restaurant reservations.

Senior Management Support:

• Support the senior management in secretarial and administrative functions;
• Support senior management in scheduling of meetings and coordination with external parties;
• Assist in travel arrangements such as booking flights, cars, and making hotel and restaurant reservations; and
• Arrange and coordinate Board, committees and departments meetings, including preparing of any board pack documents.

Office Administration:

• Handle office tasks and clerical support, such as scanning, faxing, copying, filing, compiling and generating reports and presentations;
• Manage office, pantry, IT and telecommunications and cleaning supplies, equipment and services;
• Manage mailroom, courier services and driver scheduling;
• Answer and screen phone calls and route callers to the appropriate party;
• Generate reports, transcribe minutes from meetings, and create presentations, when required;
• Manage and liaise with other departments and external vendors for all office related matters;
• Assist with any ad-hoc duties assigned.

Internal/ External Meetings:

• Manage meetings rooms bookings, refreshments and cleanliness;
• Greet and receive guests and provide refreshments to guests; and
• Organise refreshments and or meals for internal and external meetings, including procuring meals and preparing drinks.

Others:

• Maintain polite and professional communication via phone, e-mail, and mail; and
• Any other matters when required by Management.

Requirements:

• Recognized Private Secretarial Certification or Diploma
• Prior administrative experience.
• Good computer and Microsoft Office skills (Outlook, Word, Excel and PowerPoint).
• Good organisation skills and able to multi-task, prioritise projects and work under tight timeline.
• Organised, neat and pays attention to detail.
• Team player with positive attitude.
• Good interpersonal skills and polite to colleagues and guests.
• Desire to be proactive and create a positive experience for others.
• Willingness to learn and acquire new skills to improve job efficiency and effectiveness.

To view a detailed job description and person specification including the main responsibilities of this role please see supporting documents.

Are you an experienced PA seeking a new permanent job? Would you like to work for a very friendly, progressive law firm offering hybrid working and a very, very generous benefits package? Is Barnsley, South Yorkshire convenient for you? If so, this could be just the job for you!

Working within the Private Client Team of x 4, your duties as PA will include:

* Acting as workflow supervisor for the Senior Solicitor
* Ensuring urgent work is promptly completed and delegated to the appropriate team
* Ensuring the Fee Earner is organised and completing tasks in the correct priority
* Assisting the team in providing the fee earner effective and high quality secretarial support
* Processing tasks in Digital Dictation (BigHand), typing documents, letters, emails and file notes for Fee Earners
* Using a Case Management System
* Devising a plan to share complex tasks which are time bound
* Proactively engage with Solicitor regarding work requirements and keep appraised of a tasks status
* Delegating tasks between team members
* Ensuring clear and concise record-keeping
* Liaise with clients verbally and written, being the initial contact for new enquiries and existing clients

You will have:

* Extensive experience was as a PA
* Fast and accurate typing skills
* First class communication skills
* Excellent organisational skills

In addition, you will be able to prioritise workloads and multi-task, manage others and have diary management experience.

In return, our client offers a great team working environment an extremely generous benefits package and free parking!

Hours of work are Monday to Friday 09:00 – 17:00 with 1 hour lunch with the flexibility of working hybrid if desired.

If you are interested, please call Deborah IMMEDIATELY on 01274 865878 to discuss further.

Elite Personnel Services Limited is an equal opportunities employer acting as an Employment Agency in the case of work-seekers for permanent positions, and as an Employment Business in the case of work-seekers for temporary positions and it is our policy to treat job applicants, employees and workers in the same way, regardless of their sex, sexual orientation, age, race, ethnic origin or disability.

To view a detailed job description and person specification including the main responsibilities of this role please see supporting documents.

Brook Street Ltd is delighted to offer a fantastic full-time temporary PA position with the Environment agency, supporting the Pension Team in Bristol. This hybrid role via Brookstreet offers flexibility, with a competitive hourly rate of £14.16, Monday to Friday, 37 hours per week.

What's in it for you?
You'll be providing high-level secretarial and administrative support to a Deputy Director, with the opportunity to attend and support key committee meetings, some of which take place in London (travel paid). The role offers flexitime, giving you more control over your schedule.

Key Responsibilities:

• Compose non-routine correspondence and compile reports
• Manage diaries and arrange meetings or travel
• Transcribe dictation, type documents, and maintain records
• Screen and direct telephone calls for senior management
• Support committee meetings and attend London-based meetings monthly

Qualifications & Skills:

• Advanced computer literacy and strong knowledge of relevant software
• Excellent communication skills
• Desirable: Minimum typing speed of 60 wpm, advanced audio typing, shorthand (110/120 wpm), experience as an executive secretary/PA

Assignment Details:

• 37 hours per week
• Flexible working schedule & hybrid - you'll have to work 1-2 days per week on client site
• Initial assignment until 07/02/2025, with the possibility of extension based on client needs and budget
• Based at Horizon House, Bristol, BS1 5AH

This position is available to cover for an individual who was promoted within the team. If you're highly organized, proactive, and ready for a new challenge, we'd love to hear from you!

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you. 

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

About the Role:

The successful candidate will be required in supporting the Company Secretarial Function in ensuring that the candidate is fully compliant with its listing on the London Stock Exchange, and with the Corporate Governance Code and the UK Companies Act.

Responsibility for providing expert Company Secretarial advice and comprehensive administrative Board support in respect of the Group's principal operating subsidiaries, administration of the Group's employee share plans and providing assistance to the Senior Assistant Company Secretary in ensuring that the client is compliant with Corporate Governance and Companies Act requirements.

Key Responsibilities:

• Providing expert Company Secretarial advice to support the Group, having an appropriate framework in place to protect strategic, operational, reputational and financial risks, from a company law compliance perspective.
• Supporting the Company Secretary to ensure full compliance with the Listing Rules, Disclosure and Transparency Rules (DTRs) and Corporate Governance Code, to safeguard the Company's continued listing with the London Stock Exchange.
• Contributing to the development of the Company Secretarial function strategy, bringing best practice to raise the profile of the team.

Subsidiary Company Compliance:

• Maintaining records for all Group companies on Blueprint software.
• Administrative support and statutory compliance with UK Companies Act for all UK subsidiary companies within the Group, including:
  • Maintenance of UK subsidiary company statutory records;
  • Drafting and preparation of minutes and supporting materials for approval by the requisite subsidiary board;
  • Ensuring that statutory forms and returns for all Group subsidiary companies in the UK are prepared and filed promptly at Companies House, including annual confirmation statements, annual accounts, amendments to statutory documents or share capital changes, director and secretary changes, change of auditors and change of registered office;
  • Assisting the Group Finance department with the preparation, approval and filing of annual accounts for all UK subsidiary companies and for overseas companies, as necessary and as agreed; and
  • Ensuring that each Group subsidiary company complies with its memorandum and articles of association, drafting and incorporating amendments in accordance with correct procedures.
• Support and assistance with statutory compliance for overseas entities within the Group, including:
  • Assisting with administering director and secretary changes, and changes to registered offices;
  • Arranging for appropriate training for subsidiary directors; and
  • Submission of Annual Returns and other filings.
• Arrangement of proxies for AGMs and obtaining shareholder approvals
• Supporting group structure changes, including incorporations, dissolutions and M&A acquisitions and disposals, in conjunction with other functions e.g. Legal, Strategy, Tax, Finance and Commercial. Reflecting changes in corporate records.
• Maintenance and distribution of Group Structure chart.

Market Abuse Regulation:

• Monitoring and supporting compliance with the Market Abuse Regulation to safeguard the Group from breach of compliance, and fines from the FCA, including the set-up of an independently assessed and fully evidenced MAR compliance process.
• Responsibility for set-up and maintenance of the Insider and Confidential/Project information lists, ensuring the Group's Share Dealing Code is up to date.
• Managing the approval of clearance to deal applications, including keeping records up to date and accurate.
• Maintaining the register of Director and PDMR share interests.
• Overseeing the process for close period announcements.

Employee Share Plan Administration:

• Liaising with Reward, EQ and the Employee Benefit Trust trustees and assisting with the awards made to participants in the our clients Incentive Scheme, award vestings and ongoing administration.
• Drafting of share transaction related RNS announcements for Executive Directors, letters of recommendation to EBT and share award deeds.
• Preparing for, and managing the process for making new listings/market purchases of shares, as required by employee share plans.

Requirements:

• Highly organised, with excellent attention to detail
• Ability to work as a team player with strong communication skills
• Excellent understanding of the Company secretarial function in a FTSE quoted Company
• Able to work autonomously on tasks and manage own deadlines in a timely manner
• Demonstrable flexibility and willingness to add new subject areas of experience to their portfolio of work

Experience & Qualifications:

• Proactive, flexible and able to work effectively under pressure
• ICSA Qualified/Part Qualified
• ICSA Certificate in Employee Share Plans, or practical experience of dealing with employee share plans, desirable

If you're looking for a career that will help you stand out, join our client, and fulfil your potential. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, our client offers opportunities, support and rewards that will take you further.

Either apply direct! Or please contact me on

Please note, in the event of a high volume of applications for this role, we will not be able to respond to each individual applicant. Unfortunately, if you have not been contacted within 7 days we will not be progressing with your application. Thank you for your understanding

To provide a comprehensive service to the Consultant and Speciality Team including nurse clinicians. Keep diary up to date, arrange appointments, and arrange travel and accommodation. Operate an effective bring forward system and filing system. Type dictation from audio transcription of clinical correspondence and documentation, ensuring all letter and workflow processes are adhered to and Standard Operating Procedures are followed. Type discharge summaries as appropriate Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not. To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on the PAS system. Keep track of referrals toensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway. Support Consultant in non-clinical activities/Clinical Director role by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings. Ensure appropriate personnel are informed of consultant annual/study leave. Amend clinic/theatre lists/forms appropriately. Keep Consultants informed of junior doctor leave could have an effect on the service. Manage on-call rotas in absence of Rota Co-ordinator when requested, ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director. Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction. Arrange planned patient admission to Hospital liaising with the appropriate ward and admissions department. Ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on the system. Ensure sickness/absence and annual leave of clinical staff is reported on the system. Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust. Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person. Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner. Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy. Cross reference invoices against investigations completed at external sites. Prepare any claims for reimbursement for consultant activities. Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct. Maintain effective track on inpatient referrals to ensue patient is reviewed promptly. Receive new referral letters and ensure they are dated and triaged in a timely manner. Liaise with appointments and patients to book appointments accordingly. Check monthly breach lists. Receive cash/cheque donations to Trust; provide receipt/letter of confirmation. Assist with audit/research data collection as required. Obtain information requested by Administration Services Manager as and when required. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly. Train new and junior members of the team within own work area as required by Administration Services Co-ordinator. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment. Attend appropriate training and education sessions at the request of manager Work with co-ordinators to review working practices, ways of working and find solutions to problems. Implement policies and procedures for own areas. Order stationery for own areas when required. To work in a flexible manner in accordance with the Trust Policy. Any other duties required by Line Manager

City:  Brisbane







State:  QLD















About Us Senex is world-class supplier of affordable, reliable, and secure energy committed to delivering essential energy for life. Were proudly local with operations located near Wandoan and Roma in Queenslands Surat Basin. The energy we proudly provide is essential to our modern lives and for the thriving communities we serve. As a critical energy provider to Australias manufacturing industry, supporting thousands of workers who make essential goods from bricks to plasterboard to glass bottles.  Senex is proud to play our part in the global energy transformation, delivering essential energy for the journey to a cleaner energy future. Our Head Office is in




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To provide a full, effective and efficient administrative and secretarial support service to all staff within the Clinical Team co-ordinating adhoc daily administration tasks to ensure the effective and efficient running of the service To audio/copy type and format correspondence following Outpatient Appointments and Domiciliary Visits ensuring timescales are met and information is saved accurately on the electronic system. Will support the day to day diary management of Clinical and Medical Team Members. To audio/copy type and format of all reports, letters, assessments, reviews, care plans, discharges etc as pertinent to the work of the Team within set timescales ensuring clinical coding as appropriate and accurate saving to the electronic system. Assist in monitoring and advising with regard to waiting lists/appointment scheduling To work within set processes and guidelines to maintain efficient, accurate and confidential record systems. To assist in overseeing work on a day to day basis of any bank, temporary and admin support staff bringing any issues to the attention of Admin Team Lead. To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings. To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated. To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff. To offer support to both internal and external clinical meetings including: - Sourcing and booking of suitable venue - Invitations/Meeting apology collation for Chair in relation to meeting attendees - Preparation of Meeting Agendas and dissemination of documentation pre meeting - Taking, producing and distributing minutes of meetings and relevant documentation under direction of Chairperson/Admin Team Lead/Clinical staff. To run and edit electronic system reports, updating and checking the quality of data supplied and inputted systematically checking the electronic system error reports and rectify data contained on a monthly basis. To assist in the collation of up to date activity and data relevant to the team provision ensuring system data errors are addressed in a timely manner as raised by Quality and Performance Lead/Admin Team Lead.

Responsibilities:

- Manage and organize the executive’s calendar and schedule

- Arrange and coordinate meetings, conferences, and appointments

- Prepare and edit correspondence, reports, and presentations

- Handle confidential information with discretion

- Make travel arrangements including flights, accommodations, and itineraries

- Maintain filing systems and ensure document accuracy and organization

- Prepare briefing materials for meetings

- Liaise with clients, stakeholders, and other staff on behalf of the executive

- Filing documents and minutes

- Assist in the preparation of documents for meetings

- Perform general office duties as required

Requirements:

- Proven experience as a personal secretary or executive assistant is preferred

- Proficiency in MS Office (Excel, Word, PowerPoint, and Outlook)

- Excellent time management and organizational skills

- Strong written and verbal communication skills

- High level of discretion and confidentiality

- Ability to multitask and prioritize tasks efficiently

- Attention to detail and problem-solving skills

- Min. Diploma / A level

- Based in office