Position: Executive Assistant to Executive Director

Location: Bandar Sri Damansara

Industry: Healthcare

Must be tech savvy using and willing to learn Tech/Digital tools, Automation and AI Tools.

Job Description:

Administrative & Operational Support to Group Directors

Coordinate meetings (internal/external), including scheduling, setting agendas, preparing materials, and capturing meeting minutes.
Assist with travel arrangements (transport, meals, accommodation) in coordination with Admin.
Track and follow up on action items after meetings to ensure timely progress.
Handle paperwork and digital records such as vendor onboarding, supporting documents, and subscription receipts.
Assist in scheduling department check-ins and preparing weekly status updates.

Project & Task Coordination

Create, track, and follow up on task tickets using internal task management tools.
Compile updates, prepare presentations, and ensure project stakeholders are aligned.
Support strategic initiatives across departments (e.g. CRM implementation, training plans, software comparisons).
Support market research projects.
Help ensure alignment between directors and departments by surfacing differing instructions and proposing solutions.
Coordinate company events with Admin and Business team.

Process & Performance Improvement

Assist in converting manual workflows into digital processes, ensuring genuine improvements are incorporated.
Identify process bottlenecks and coordinate with stakeholders to implement more efficient solutions.
Develop and maintain a centralized knowledge base (intranet) and FAQs to support business operations.
Maintain a full-year calendar of internal events and strategic plans.
Assist with ad-hoc projects and assignments to meet business needs.

Innovative & Business Growth Support

Research and assess software or AI-based solutions to improve organizational efficiency.
Support departments in evaluating new tools, benchmark best practices, and implementing strategic improvements.
Ensure business meetings, events, and presentations are conducted at high standards with continuous enhancements.

Requirements:

Bachelor's degree in Business Administration, Management, or related field.
At least 2–5 years of experience in executive support, operations, or project coordination roles.
Experience working in a fast-paced, multi-departmental organization is preferred.
Strong organizational and multitasking skills, with attention to detail.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office (PowerPoint, Excel, Word) and project/task management tools.
High level of discretion, professionalism, and reliability.
Strong problem-solving mindset with the ability to suggest process improvements.
Ability to coordinate with multiple stakeholders and manage competing deadlines.
Proactive attitude with a strong sense of ownership and follow-through.
Capable of preparing executive-level presentations and reports with minimal supervision. Willingness to learn and explore new trends and technology.
A learning and improvement mindset.
Tech-savvy with interest in digital tools and automation.
Willingness to explore AI tools and optimize workflows.