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Executive Secretary (6.5 Months Contract)

Job ID:
R-44426
Category:
General Management
Location:
Kuala Lumpur, Kuala Lumpur
Date posted:
09/02/2022

The Purpose of Role:

Reports to the Head of Country – UFS MY and is responsible for the execution of all business and secretarial duties, the management and organization of the Head of Country’s time and resources in support of the general management’s role and responsibilities. The job entails providing high-level secretarial, administrative support to the management and staff in the division.

Team Structure:

  • Reporting to: Head of Country, Unilever Food Solutions Malaysia

Key Responsibilities:

  • To work with, and respect highly confidential information as well as be able to exercise judgment, tact and diplomacy when dealing with senior management and all team members.

  • To perform secretarial functions such as drafting correspondence, to take minutes when necessary, coordinating and organizing travel arrangements, hotel reservation, organizing and maintaining paper and electronic files, providing information to caller etc.

  • Provide administrative support to the management and deal with highly sensitive and confidential information.

  • Schedule, prioritize and confirm meetings, appointments, conference calls and any other related engagements.

  • Determine the priority matters, receiving and screening visitors and incoming calls and providing alert messages to the chairman, executive or managers accordingly.

  • To perform operational functions such as report management, data analysis and development of presentation slides etc.

  • To manage all other administrative duties assigned and event planning e.g. organizing workshops, conferences, meetings and assisting in project management and activation work.

  • Create and compile PowerPoint presentations for meetings.

  • Perform basic to intermediate data and report analysis as and when required.

  • Any other Ad-hoc Project as assigned.

Key Stakeholders:

  • Department Secretaries, Business Leaders, Support Functions (for e.g., Finance, Legal, Corporate affairs etc.), External contacts, Global/Regional contacts.

Travel:

No travel is required.

Essential Experience/Skill/Knowledge:

  • Diploma/Degree holder in any discipline.

  • Excellent command of written and spoken English.

  • Related working experience in a full secretary capacity or similar experience.

  • Proficiency in desktop applications i.e. Word, Excel, PowerPoint is a must.

  • Possess good interpersonal and effective written and verbal communication skills.

  • High level of integrity, responsibility and discretion to maintain confidentiality in matters both personal and business.

  • Proactive, meticulous, able to follow-through as well as handle multiple projects at one time in a fast-paced environment with a high sense of urgency.

  • Able to commence work on 15th November 2022 for a 6.5 months contract period.

Desirable Experience/Skill/Knowledge:

  • Strong presentation design portfolio demonstrating intermediate level in PowerPoint including use of multiple masters, color themes, animations, actions, and video.

How to Apply:

Please apply online and add your updated resume. Your application will be reviewed against our requirements and we will be in touch to provide you with an update on the status of your application if shortlisted.

Unilever is an organisation committed to equity, inclusion and diversity to drive our business results and create a better future, every day, for our diverse employees, global consumers, partners, and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. At Unilever we are interested in every individual bringing their ‘Whole Self’ to work and this includes you! Thus if you require any support or access requirements, we encourage you to advise us at the time of your application so that we can support you through your recruitment journey.

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