COMPANY Takaful Ikhlas FAMILY Berhad JOB PURPOSE To provide secretariat and administrative support to the Senior Management Committee (SMC), the Family Division, and the office of the Chief Business Operations Officer (CBOO). This includes assisting the Chair in developing agendas, collating and circulating papers, preparing and recording minutes, and ensuring effective follow-up of meeting actions. The role also encompasses administrative coordination for the division, supporting communication, documentation, reporting, and event-related activities to facilitate the smooth functioning of the CBOO's office and the division as a whole. JOB RESPONSIBILITIES Secretariat Support Provide secretariat support to the Senior Management Committee (SMC), the Family Division, and the CBOO, ensuring that meetings are conducted in an organized and professional manner. Prepare agendas, compile and circulate meeting papers, draft accurate minutes for consideration by the Chair, and issue action sheets to track follow-up items. Give timely notice of meeting dates, times, venues, and closing dates for agenda submissions. Monitor progress of discussion papers, follow up on outstanding matters, and ensure all required documents are ready ahead of meetings. Ensure meeting arrangements, including booking of venues, IT facilities, and other logistical requirements, are made in advance and are in good working order. Arrive ahead of scheduled meetings to oversee room setup and confirm quorum. Coordination & Communication Act as the primary liaison between the Division and other departments, subsidiaries, and external stakeholders, ensuring effective communication and coordination. Facilitate the clear communication of decisions, updates, policies, and requirements from the Division and CBOO's office to relevant parties. Work closely with the CBOO to keep him/her well-informed of upcoming meetings, priorities, and deadlines, providing reminders and follow-ups as needed. Documentation & Reporting Maintain divisional records, approvals, correspondence, and official documents systematically, in compliance with company policies, audit standards, and governance requirements. Assist in preparing management reports, operational updates, presentations, and briefing notes for use by the Division and the CBOO. Ensure confidentiality and discretion when handling sensitive and privileged information. Operational & Project Support Provide administrative and coordination support for divisional and cross-functional projects, ensuring deadlines and deliverables are met. Monitor divisional KPIs, budget utilization, and resource planning activities, and prepare summaries for reporting purposes. Support internal and external audits, compliance reviews, and risk assessments by preparing and submitting required documentation on time. Research, analyze, and prioritize issues as directed by the CBOO, and prepare appropriate recommendations or responses to facilitate decision-making. General Office & Event Support Plan, organize, and coordinate divisional events, workshops, and staff engagement activities, including logistical arrangements, invitations, and follow-up actions. Manage administrative needs of the office, including supplies, travel arrangements, processing expense claims, and ensuring smooth daily operations. Draft and circulate announcements, memos, and reminders to staff as required. Ensure divisional activities and practices adhere to company policies, procedures, and governance standards. Other Duties Undertake any other tasks as may be reasonably assigned from time to time to ensure the effective functioning of the Division and the CBOO's office, demonstrating flexibility and professionalism in responding to changing priorities. QUALIFICATION & EXPERIENCE Academic Degree in any field preferably in Insurance or Takaful background, Business Administration, Office Management (additional) Experience At least 2-3 years of relevant secretarial or administrative experience, preferably with exposure to supporting senior management or committees. Show more Show less