Khairianee Mohamad Pauzi

· Plan and organize meetings, appointments with internal and external parties for HOD (i.e booking rooms & other facilities).

· Determine/prioritize appointments schedule based on level of importance to the business and advice superior and relevant parties.

· Maintain HOD's schedules and calendar.

· Answering phone calls and handling queries.

· Typing of documents, letters and presentations by using Microsoft application i.e. Words, Excel, Powerpoint.

· Plan and manage travel requirement for HOD and subordinates i.e accommodations, flight scheduling, hotel reservation in the most cost effective and timely manner and in line with the approved policies and procedures and budget.

· Plan, schedule & organize booking for Department & State Business Plan.

· Prepare claims for superior to ensure compliance with the approved policies and procedures.

· Prepare the necessary documents for travelling for HOD.

· Update the organization chart of department when necessary.

· Handling the Performance Appraisal for HOD, Managers and all staff in Headquarters and States.

· Support HOD and department's event.

· Plan and organize meetings, appointments with internal and external parties for HOD (i.e booking rooms & other facilities).

· Determine/prioritize appointments schedule based on level of importance to the business and advice superior and relevant parties.

· Maintain HOD's schedules and calendar.

· Answering phone calls and handling queries.

· Typing of documents, letters and presentations by using Microsoft application i.e. Words, Excel, Powerpoint.

· Plan and manage travel requirement for HOD and subordinates i.e accommodations, flight scheduling, hotel reservation in the most cost effective and timely manner and in line with the approved policies and procedures and budget.

· Plan, schedule & organize booking for Department & State Business Plan.

· Prepare claims for superior to ensure compliance with the approved policies and procedures.

· Prepare the necessary documents for travelling for HOD.

· Update the organization chart of department when necessary.

· Handling the Performance Appraisal for HOD, Managers and all staff in Headquarters and States.

· Manages relationships with internal and external stakeholders to ensure effective and efficient levels of services are provided by the function and to determine the level of satisfaction of internal stakeholders with the support provided.

· Liaises with employees in other departments and external contacts / clients pertaining to secretarial or administrative matters of the Division / Department according to CEO / CFO’s instructions.

· Manages relevant contractors (i.e. travel agents, airlines, hotels, stationery providers etc.) based on defined budgets for CEO / CFO.

· Manages communications with internal and external stakeholders in an efficient manner to ensure effective business interactions are maintained.

· Manages information / knowledge in a way that enables the function to operate in the most effective and efficient manner.

· Responsible for all secretarial duties in the department / division:

- Prepare all correspondence

- Plans and arranges appointments and business travel

- Coordinates internal and business meeting

- Handles and screen telephone calls

- Creates and maintains filing systems

· Acts as key reference for the department in the absence of Division / Department Head.

· Devises and maintains office systems to deal efficiently with paper flow, and the organization.

· Ensures the administrative records of Division / Department are kept up to date and all necessary filings are made available on a timely basis.

· Ensures confidential information and intellectual property information of the Division / Company.

· Performs administrative / project support work in preparing documents for Division / Department Head.

· Organizing refreshments (e.g. Breakfast / Lunch / Hi Tea / Dinner) for Board of Directors, Managements and staff gathering.

· Feeding back relevant action / info on time to President / CEO / COO office and other necessary party.

· Follow up progress status for any issues and getting feedback on time.

· Effective arranging and scheduling for VP’s appointments.

· Handle VP’s personal matters.

· Prepare all travelling needs / manage flight ticketing and hotel for VP.

· Prepare / reply a draft letter minute by VP.

· Key-in all incoming and outgoing letters in Database for reference.

· Ensure safe working environment.