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 25 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.
