MARY VIVIEN RAMIAH
SENIOR SECRETARY
Kuala Lumpur,14
Summary
Experienced and proactive Manager and Personal Assistant with a strong background in administrative tasks and personal errand management. Skilled in overseeing complex schedules for high-profile executives. Known for reliability, trustworthiness, and meticulous attention to detail. Seeking a challenging position as a Secretary and Office Manager to leverage skills and contribute to organizational success.
Overview
20
20
years of professional experience
7
7
years of post-secondary education
Work History
Secretary to Chief Executive Officer/ Managing Director
IRFAZ AGVENTURES SDN. BHD.
09.2021 - Current
- Provided essential secretarial and administrative support to the Managing Director/CEO, along with assisting the Chief Financial Officer, maintaining efficient office operations and facilitating effective communication internally and externally.
- Answered and directed incoming calls, prepared internal and external correspondences/letters, including memos, and greeted and assisted visitors and clients.
- Scheduled appointments and maintained the MD/CEO’s calendars, updating their biodata and biography regularly.
- Worked on the MD/CEO’s Entry Permit and Datukship applications.
- Sourced landed property and bungalows for the MD’s stay, coordinating with real estate agents for viewing and negotiation of unit prices.
- Coordinated the sale/rent of MD/CEO’s personal and company properties.
- Managed logistics/business travel arrangements, including tickets, visas, and accommodations for the MD and family, as well as for staff when needed.
- Updated membership cards/renewal details and miles summary, assisted in corporate social responsibility activities, scheduled appointments, and blocked the CFO’s calendars upon confirmation of meetings.
Administrative cum Human Resource Manager
AL AHMANIAA SDN BHD
02.2015 - 03.2017
- Successfully established a startup company, overseeing the entire office administration and leading planning and budgeting of administration expenses to minimize operational costs.
- Organized activities to ensure the smooth running of the office, including managing supplies and negotiating prices for reception, mailroom, stationery, and printed materials.
- Assisted in business travel arrangements, such as completing travel forms and booking flight and hotel reservations.
- Managed the office pantry and supplies to ensure smooth operations, including maintaining sufficient water and pantry supplies and overseeing pest control.
- Oversaw the smooth operation of the HR department, including end-to-end hiring processes, from job advertisement to preparing hiring approval letters.
- Handled processing of all paperwork related to the Ministry of Labour and payroll processing.
- Completed special projects by organizing and coordinating information and requirements and arranging meetings schedules.
- Acted as a liaison with the government for business relations, such as with the Ministry of Finance for company license approval.
Personal Assistant to Group Advisor
IS IKHLAS SUCI (M) SDN BHD
02.2015 - 03.2017
- Managed incoming and outgoing correspondences, distributing them accordingly, and replied to emails with and without supervision.
- Scheduled appointments and attended to guests/visitors.
- Prepared proposals for clients and recruited clients as part of business development tasks.
- Prepared contracts and agreements and maintained proper filing for contracts.
- Liaised with travel agencies on ticketing and visa applications, and made travel accommodations for senior staff.
- Prepared minutes of meetings and purchased machineries and chemicals for clients, ensuring timely delivery.
- Controlled and purchased office stationery, took charge of office keys, managed telephone directories and call cards, and ensured smooth filing systems.
Senior Secretary to Executive Deputy Chairman
PINEHILL PLANTATIONS (MALAYSIA) SDN BHD
09.2010 - 05.2012
- Attended to incoming and outgoing correspondences for the Pinehill Group of Companies and distributed them accordingly.
- Handled incoming mails/faxes and coordinated functions related to the Malaysian Associated Indian Chamber of Commerce and Industry (MAICCI) as Tan Sri was the President of MAICCI.
- Updated and reminded Tan Sri of all Board of Directors Meetings.
- Screened all incoming/outgoing calls and faxes from the direct line.
- Typed letters and performed Bahasa Malaysia to English translation and vice versa.
- Scheduled appointments and attended to guests/visitors.
- Assisted with festivals, such as printing cards and sending invitations to clients, and coordinated special luncheons/refreshments during meetings, as well as arranging Tan Sri's luncheon and dinner appointments.
Personal Assistant to Assistant General Manager/Company Secretary & Manager of Finance/Compliance Officer
PROGRESSIVE INSURANCE BHD
07.2005 - 08.2010
- Prepared and processed all general insurance correspondences related to the Finance Department and other written materials.
- Recorded the Department/Exco Minutes of Meetings.
- Updated and recorded leaves taken by department staff.
- Took safe custody of the letter of indemnity and returned it upon request for bonds received from the underwriting Department.
- Assisted the Finance Manager in preparing the annual financial statements.
- Took charge of the Bank Negara Malaysia/Persatuan Insurance Am Malaysia's submission deadlines, ensuring all submissions were made before the due date.
- Helped the Treasury Department prepare letters and other correspondences to banks.
Education
Bachelor of Business Administration -
St. George University International
10.1999 - 01.2003
Certificate & Diploma - Computer & Business Studies
College Kota
Ipoh, Perak Darul Ridzuan 04.1997 - 10.2000
Skills
Communication
Work ethic
Leadership
Teamwork
Problem-solving
Critical thinking
Adaptability
Microsoft Office Suite
SINGING
SINGING IS A A PASSION
Timeline
Secretary to Chief Executive Officer/ Managing Director
IRFAZ AGVENTURES SDN. BHD.
09.2021 - Current
Administrative cum Human Resource Manager
AL AHMANIAA SDN BHD
02.2015 - 03.2017
Personal Assistant to Group Advisor
IS IKHLAS SUCI (M) SDN BHD
02.2015 - 03.2017
Senior Secretary to Executive Deputy Chairman
PINEHILL PLANTATIONS (MALAYSIA) SDN BHD
09.2010 - 05.2012
Personal Assistant to Assistant General Manager/Company Secretary & Manager of Finance/Compliance Officer
PROGRESSIVE INSURANCE BHD
07.2005 - 08.2010
Bachelor of Business Administration -
St. George University International
10.1999 - 01.2003
Certificate & Diploma - Computer & Business Studies
College Kota
04.1997 - 10.2000