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PAM SECRETARIAT AND COUNCIL OFFICER

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PAM SECRETARIAT AND COUNCIL OFFICER

Pertubuhan Akitek Malaysia (PAM) is seeking a high-achieving professional to join our team in a decisive administrative and strategic role. This position is designed for an individual who excels in high-level documentation and can work seamlessly within a collaborative management environment.

CORE RESPONSIBILITIES

1. Primary Minutes Writer & Governance Support
  • Serve as the lead minutes writer for the PAM Council, the Leadership Chapter Coordination, and the Secretariat and Finance Committee (SFC).
  • Provide accurate and professional documentation for major institutional meetings, including AGMs and EGMs.
  • Ensure that all proceedings, formal resolutions, and action points are recorded with precision and distributed within established timelines.
  • Maintain a robust filing and tracking system to monitor the implementation of Council decisions.
2. Strategic Coordination & Middle Management Collaboration
  • Collaborate closely with the Middle Management Team to streamline administrative workflows and ensure departmental alignment.
  • Coordinate meeting agendas by collecting and synthesizing inputs directly from Office Bearers and Council members.
  • Manage the preparation and compilation of Committees' Council Approval (CA) papers and Council Resolutions (CR).
  • Distribute all meeting documents and kits in advance, following up on submission deadlines to ensure organizational readiness.
  • Act as the primary Liaison Officer between PAM Committees and the Council to ensure CA and CR items are processed and presented effectively.
3. Publications & Communications (PIC)
  • Serve as the Person-In-Charge (PIC) for Berita Akitek, the monthly President's newsletter.
  • Manage the end-to-end production of the newsletter, ensuring content is professional, and delivered on schedule.
4. IT Transformation Leadership
  • Lead the internal coordination for PAM's IT Transformation initiatives as the designated PIC.
  • Utilize a comprehensive understanding of IT operations (hardware, software, and networks) to support digital system planning.
  • Liaise with vendors and consultants to monitor progress and address implementation issues.
  • Provide detailed progress reports directly to the Office Bearers and PAM Council.
JOB REQUIREMENTS
  • Must write and speak English fluently with a strong command of grammar and a professional, non-sentimental tone.
  • Handle sensitive leadership matters and confidential documentation with the highest level of accountability.
  • Proven ability to work independently while managing multiple priorities under tight deadlines.
  • Confident use of office applications, AI-assisted minutes writing tools, and cloud-based management platforms (e.g., Google Drive).
  • Exhibit maturity and diplomacy when navigating complex matters involving PAM leadership and stakeholders.
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