Asst Manager - Global Markets (Office Manager)

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Secretarial

• Sets up appointments and meeting schedules and logistics, and maintain calendar of activities
• Making travel, flights and accommodation arrangement when necessary
• Maintains proper filing system in the office
• Prepares and manage correspondence, reports and documents
• Updates fixed asset listing
• Organise meetings and prepare agenda.  Ensure accurate minutes are taken & disseminated to the relevant parties within stipulated timelines
• Coordinate with all relevant parties on projects / taskforce and other ad-hoc meetings
• Ensure that all calls, letters, emails and visitors are screened and appropriately handled
• Delegation of administrative and correspondence duties in MD’s absence.
• Liaising with internal and external stakeholders.

Project Management Support

• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner to ensure progress prior to deadlines. Tracking project updates/status of all projects within the division.
• Coordinate and follow through on special projects This includes assisting in due diligence process, coordinating meetings/discussions, follow-up with internal and external stakeholders
• Marketing support tasks for regions or line of business eg: plans and coordinates the division’s overall marketing initiative across regions.

Process Management/ Data Analysis & Management Reporting

• Review incoming documents and ensure proper process/workflow has been met before the MD/Head of Division’s sign off
• Raise inquiries whenever in doubt and ensure that sufficient supporting document is provided
• Prepare presentation slides and meeting materials such as QSBMs, Monthly Management Committee meetings, Board of Director meetings and other ad-hoc meetings
• Manage incoming mails and correspondence for the division. Provide explanation on incoming documents and/or highlight key points for attention Handle inquiries within capacity to relieve management from administrative roles
• Communicate with departments/divisions and initiate own research to provide relevant and correct information to senior management team prior to meetings.
• Compilation and analysis of periodic / ad hoc reports on business centre performance and business projections
• Provides and support regulatory requests for information
• Manages basic financial management data and tracks division’s OPEX
• Generates weekly, quarterly and annual reports for Management Committee meeting (or equivalent)

Operations & Administration

• Office administration and management of a significantly large team.
• Responsible for the general upkeep of the office and to ensure office equipment is in workable condition at all times.
• Control the purchase cost of office supplies and equipment through monitoring of usage to ensure no misuse of office supplies and equipment. 
• Prepare and maintain record of reimbursement claims and ensure internal compliance to terms and conditions of employment
• Provide confidential liaison with HR on employee related matters. Update the organization chart on monthly/ad-hoc basis. Coordinate the BIP process for the division on behalf of the MD/Head of Division.
• Coordinate and manage the strategic space planning project, as well as coordinating the expansion and renovation for the Division.
• Plan and coordinate departmental functions and internal trainings.
• Provide Support to all Heads of Departments in urgent matters requiring management’s attention.
• To liaise with Persatuan Pasaran Kewangan Malaysia (PPKM).  These include Dealers’ membership matters : submitting new dealer membership and exam.  Updating all the dealers list on any appointment and departure of dealers.  Updating the dealers list for BNM submission and any correspondences and update between Global Markets and PPKM.

Job Requirements

• Bachelor's Degree in Business Administration, Management, Commerce, Economics or any related fields.
• Minimum 5-6 years of relevant experience
• Excellent in MS Office and both verbal and written communication skills.

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