An Excellent Opportunity for ...
Job Summary
Work collaboratively with the CEO's Secretariat team to coordinate and execute tasks assigned by the CEO, MCE, and Junior Staff Officers. Provide comprehensive administrative, clerical, communication, documentation, reception, stock, distribution, travel, welfare, and event support in a fast-paced environment. Maintain organized records and office workflows, handle visitors and communications professionally, and support the timely and accurate execution of CEO-related activities.
Duties and Responsibilities:
Administrative and Office Support
- Provide administrative and clerical support to the CEO’s Secretariat team.
- Handle typing, editing, proofreading, scanning, filing, copying, and organization of documents.
- Maintain document records, reports, correspondence, and hard and soft copy filing systems.
- Monitor the CEO Office, executive area, and front office area for cleanliness, organization, facilities, plants, and appropriate office presentation.
- Coordinate routine office management and housekeeping activities.
CEO Welfare and Daily Support
- Assist with CEO daily welfare arrangements, including meals, beverages, comfort setup, reminders, donations, and items required for CEO use.
- Support monitoring and updating of CEO medical and medicine records, daily reminders, and medical-related information as assigned.
- Prepare and monitor office supplies, equipment, accessories, business cards, and other items for CEO use.
Communication, Reception and Coordination
- Handle telephone calls, messages, emails, inquiries, and requests professionally within the assigned scope.
- Liaise with internal departments and external stakeholders and maintain appropriate communication flow.
- Welcome visitors, notify relevant departments, and coordinate visitor handling and meetings.
- Read daily newspapers and extract relevant news for the CEO when assigned.
Meetings and Appointments
- Arrange meeting rooms, conference calls, appointments, and reminder items.
- Ensure meeting facilities are functional and assist in preparing documents and materials.
- Coordinate participation, availability, and follow-up with relevant departments.
- Send appointments and reminders to the CEO and keep reminder lists updated.
Stock and Inventory Management
- Monitor and control stock levels for stationery, business cards, beverages, fragrances, accessories, and other office items.
- Maintain stock records, record stock in/out transactions, monitor usage, and arrange timely replenishment to prevent shortages.
- Assist in CEO Office inventory, distribution items, procurement coordination, and cash control where assigned.
Dispatch and Distribution
- Assist in letter dispatch, document distribution, newsletter circulation, and general distribution processes.
- Check and update local and overseas distribution lists accurately.
- Monitor incoming and outgoing courier deliveries, tracking numbers, and follow-up for DHL, EMS, and other services.
- Ensure proper addressing, packaging, handling, and tracking of correspondence and documents.
Business Card and Contact Management
- Update and maintain business card records in hard and soft copy formats.
- Organize business cards for easy access and support Greeting Card and Calendar distribution.
- Assist in maintaining GoC contact lists, key personnel information, and extension numbers.
- Ensure contact databases are regularly updated and accurate.
Projects and Event Support
- Assist in monthly and yearly projects, including Greeting Card, Calendar, Insight Newsletter, Doh Mann Myay, donation, and distribution activities.
- Support CEO Office, Front Office, training, internal events, external events, and general office activities.
- Coordinate distribution and logistics with internal departments and external stakeholders.
Travel and Logistics Support
- Assist with CEO local and overseas travel arrangements.
- Prepare travel documents, files, itineraries, materials, and supporting items for trips.
- Coordinate travel and event logistics with internal and external parties.
Documentation and Record Keeping
- Maintain accurate records of important documents, reports, correspondence, medical information, stock, and distribution activities.
- Ensure proper handling, storage, and confidentiality of sensitive information.
- Scan, file, relocate, and organize office files and accessories systematically
Periodically, the employee may be expected to perform assigned duties and tasks not covered in his job description as well as to provide support to other departments when necessary.
Success Factors:
- Strong organizational and administrative ability.
- Good typing, editing, and proofreading skills.
- High attention to detail and accuracy.
- Ability to prioritize tasks and manage multiple responsibilities.
- Effective communication and interpersonal skills.
- Flexibility, adaptability, and team-oriented mindset.
- Willingness to perform various tasks and support changing office requirements.
Key Interfaces:
Internal Stakeholders: MPRL E&P GoC Personnel, Cross-departmental employees, Senior Executive Management
External Stakeholders: Government Related Personnel, Travel Agencies, Medical Service Providers, Vendors, Courier Services