About Talentbank:

At Talentbank, we are dedicated to creating a robust recruitment ecosystem. Our vision is to elevate the skills of talents across the market, with the aim of significantly reducing Malaysia's unemployment rate. By introducing a groundbreaking approach, we strive to seamlessly link outstanding employers with top-tier candidates. Our track record speaks volumes: countless employers have found exceptional employees through our vast network, spanning over 100 Private & Public Universities, and HR Leaders in Malaysia.

Job Summary:

The Project Secretary will provide administrative support to project teams to ensure the smooth execution of projects. The role requires an organised, proactive, and detail-oriented individual with excellent communication and interpersonal skills. The Project Secretary will be responsible for managing project documentation, scheduling meetings, coordinating project logistics, and providing general administrative support to the project team.

Key Responsibilities:

1. Assist in responding to on-going CRM enquiries (mainly enquiries).

2. Coordinate project logistics, including arranging travel and accommodations for project team members, scheduling project meetings, and coordinating conference calls.

3. Manage project documentation, including organising project files, maintaining project schedules, and updating project reports.

4. Prepare project-related documents, including meeting agendas, minutes, and presentations.

5. Provide general administrative support to the project team, including answering phones, scheduling appointments, and filing documents.

6. Communicate effectively with project stakeholders, including clients, vendors, and project team members.

7. Assist in preparing project proposals and presentations.

8. Monitor project timelines and deliverables, and ensure that project milestones are met.

9. Assist in maintaining project budgets and monitoring project expenses.

10. Manage project databases, including updating project information and creating reports.

11. Assist in the preparation and coordination of project events and workshops.

12. University Liaising - To serve as the primary contact  between our university partners and Talentbank for collaboration.

Qualifications:

1. Bachelor's degree in business administration, project management, or a related field.

2. Fresh graduates or 1 years of experience in an administrative or project support role.

3. Excellent organisational and time management skills, with the ability to manage multiple tasks simultaneously.

4. Excellent communication and interpersonal skills, with the ability to work effectively with project team members, clients, and stakeholders.

5. Proficiency in Microsoft Office suite and project management software.

6. Knowledge of project management processes and methodologies.

7. Attention to detail and accuracy.

8. Ability to work independently and as part of a team.

This job description outlines the key responsibilities and qualifications required for a Project Secretary position. The successful candidate will have a mix of administrative, organisational, and project management skills, as well as the ability to communicate effectively with project stakeholders.