ADMIN ASSISTANT

Role and Responsibilities

Provide direct secretarial and administrative support to the Director and Regional Leaders in the day-to-day administration of the respective departments and associated functions including:

Prepare Concur Expense Reports for Regional Leaders

Check and approve concur expense reports according to Corporate Policies and Procedures

Travel arrangements (flight tickets, hotels, etc…)

Participates as needed in special department projects.

Office management

Liaising with landlord for work permits, vendors, service providers, etc…

Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.

All aspect of purchasing process on Ariba & Oracle – vendor registration, raise PR/PO

Check and approves invoices

Corporate AMEX administrator, maintain updated list of card holders for the office and liaising with external and internal corporate AMEX team

Maintain and manage office access and building management lift cards

Supervises the maintenance of office equipment, including printers, copier, fax machine, etc.

Responsible for the facilities day-to-day operations

Proactively handling issues, responding to issues as needed and where necessary researching problems and make recommendations for resolution

Liaising with IT department for any request for the office

Coordinating for the company events including arrangement for all office and HR events, (Lunch, refreshments, )

Preparing visa letter for the team

Regional STAR Award – announcement power point; Prepare the cert ; trophy

Certificate and Pin ordering for events

Ensure – Group e-mail IDs are up to date for the company

Any other ad-hoc duties as required.

Reporting

Global H&S metrics reporting – monthly and quarterly

Environmental metrics reporting – quarterly

Regional newsletter publication team

CAE express – Share the regional events details with the CAE express team.

Requirements

Five years related executive administrative experience and minimum three years of office management experience required

Excellent verbal and written communication skills required including the ability to proofread and edit.

Attention to detail and organized, as well as multi-tasking is a key element of this position

Excellent Microsoft Office Suite Experience (Outlook, Word, Excel and PowerPoint)

Ability to work with minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and resulting work is generally reviewed at completion.

Must adapt quickly and learn to work well under pressure with limited information and training

Ability to multi-task frequently and maintain calm in stressful environment

Good planning and organizational skills.

Strong interpersonal skills are essential with a high degree of confidentiality and ability to handle sensitive matters in a professional manner

Must be extremely dependable and prompt

Excellent customer service and communications (both verbal and written) skills

Knowledge of audio-visual equipment

Ability to negotiate effectively.

Professional appearance and manner.

Education

Bachelor’s Degree or equivalent experience

Location:

Bangsar office

#LI-NY1

Position Type

Regular

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

Equal Employment Opportunity

At CAE, everyone is welcome to contribute to our success. With no exception.

As captured in our overarching value "One CAE", we’re proud to work as one passionate, boundaryless and inclusive team.

At CAE, all employees are welcome regardless of race, nationality, colour, religion, sex, gender identity or expression, sexual orientation, disability, neurodiversity or age.

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