KIFLIYATI JATIM

Secretary to GM

• Manage GM’s calendar, assessing priority of appointments and meeting, as necessary.
• Manage and update appointments and schedules including providing timely reminders
• Plan, organize and coordinate meetings and taking minutes or notes accordingly.
• Assist GM in researching and following up with action on matters which fall within the GM’s responsibility chasing responses, triggering follow-up action.
• Creates or directs creation of report and other presentation materials for the GM.
• Review and record all incoming correspondence and emails, including allocating, redirecting to appropriate officers for action and following up on the preparation of responses related to GM.
• Responsible to do checking the document before submission for GM's approval. Make sure all the document is in order and correction are made if needed.
• Manage GM’s travel arrangements whether official, family, or private and confidential matters. (Visa application, flight & hotel reservation, etc.)
• Provide back-up secretarial support as required when other Director’s Secretaries are on holiday
• Handle GM’s personal, private and matters professionally and confidentially: -
• Manage the driver schedule and prepare his claims on monthly basis
• Maid matters – Liaise with maid agency, arrange medical check-up, assist to transfer money to maid family.
• Properties – Monitor Cukai Tanah, Cukai Pintu and management fees for the properties, collect and provide reminder to tenant on monthly rental, make payment for liaise with property agent if needed
• Vehicles – Monitor on renewal insurance & road tax, arrange timely service for every vehicle, etc

Administration

• Liaise with Company Secretary, External & Internal Auditors, Tax agents, Government, Bankers, Lawyers and etc – prepare and compile documents and submission.
• Assist in preparation of secretarial materials for Annual Report, AGM and Circular to Shareholders. Involvement in Annual Report (ie proofreading), AGM (ie set-up for the event venue etc).
• Coordinate events and arrange refreshments if required (ie Directors birthday)
• Prepare gift for any occasions of celebration for all year (ie sending hampers for partners/investor/contractor etc)
• Run errands as requested such as banking, issuing of payments etc
• Provides administrative support to ensure efficient operation of the office.
• Maintain an efficient proper filling system.
• Additional duties as requested on a reasonable basis by GM, including but not limited to translation of documents, and assisting on ad-hoc projects, etc
• Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents.
• Responsible for administrative matters, such office equipment maintenance, office cleanliness, stationery etc.
• Restocked office & pantry supplies
• Responsibility for providing day-to-day administrative support to each department.
• Assisting the HR department to check employee’s attendance, maintain records, and prepare attendance report
• Assist HR Department from time to time when required.

• Manage MD’s calendar, assessing priority of appointments and meeting, as necessary.
• Manage and update appointments and schedules including providing timely reminders
• Plan, organize and coordinate meetings and taking minutes or notes accordingly.
• Assist MD in researching and following up with action on matters which fall within the MD’s responsibility chasing responses, triggering follow-up action.
• Creates or directs creation of report and other presentation materials for the MD.
• Review and record all incoming correspondence and emails, including allocating, redirecting to appropriate officers for action and following up on the preparation of responses related to MD.
• Responsible to do checking the document before submission for MD's approval. Make sure all the document is in order and correction are made if needed.
• Manage MD’s travel arrangements whether official, family, or private and confidential matters. (Visa application, flight & hotel reservation, etc.)
• Handle MD’s personal, private and matters professionally and confidentially: -

- Manage the driver schedule and prepare his claims on monthly basis

- Maid matters – Liaise with maid agency, arrange medical check-up, assist to transfer money to maid family.

- Properties – Monitor Cukai Tanah, Cukai Pintu and management fees for the properties, collect and provide reminder to tenant on monthly rental, make payment for liaise with property agent if needed, manage farm workers – pay worker EPF & Socso, arrange schedule to visit any of the properties/ farms on monthly basis

- Vehicles – Monitor on renewal insurance & road tax, arrange timely service for every vehicle, renew certificate for vintage car, etc

- Others – Renewal gun licence etc

• Full secretarial support to the Director of Sales.
• Plan and organise DOS’s work schedule to maximise their use of time, allowing adequate time for meetings to ensure that their day runs smoothly and they have achieved all they have planned to.
• Ensuring regular communication between yourself and the DOS, so that both of you are aware of movements/plans, ensuring that both of you have accurate information and your manager arrives promptly for meetings.
• Travel planning and booking accommodation as required.
• Handle all phone calls and mail, screening as appropriate to ensure DOS’s time is used efficiently
• Ensure that the production of typing, including Board Reports, photocopying, and faxing is accurately presented in a professional style and is in line with company procedures
• Preparation of PowerPoint presentations
• Arrange meetings and seminars, ensuring as appropriate that participants have all relevant papers in advance and ensuring specifically that the Managing/Regional Director is well prepared for meetings.
• Taking minutes at meetings, transcribe and present back to attendees accurately and in the appropriate format
• Organise Social Functions
• Manage and maintain an effective filing system, ensuring that filing is completed on a regular basis, so all files are kept up to date and can easily be accessed by Managing/Divisional Director.
• Provide back-up secretarial support as required when other Director’s Secretaries are on holiday.

• Working with spreadsheets, sales and purchase ledgers and journals.
• Preparing statutory accounts.
• Calculating and checking to make sure payments, amounts and records are correct.
• Sorting out incoming and outgoing daily post and answering any queries.
• Managing petty cash transactions.
• Controlling credit and chasing debt.
• Reconciling finance accounts and direct debits