Deputy Chief of Staff

1 week ago

Subang Jaya, Selangor, Malaysia Caput Poons G Sdn Bhd Full time

Deputy Chief of Staff


The Company is an investor-backed outpatient brain health facility dedicated to providing exceptional care to individuals facing regular life and brain health challenges.

With a capacity to serve 6,000 patients weekly, our group of clinics is committed to innovation, excellence in care, and comprehensive patient support.

We are seeking a Deputy Chief of Staff (DCofS) to play a pivotal role in our team, driving strategic initiatives and ensuring our operations align with our mission to deliver outstanding brain health services.


This position reports directly to the CEO of the Group of Companies, has a dotted line reporting relationship to the Director of Business Development (DBD), and collaborates closely with leadership on various special projects and initiatives in brain health.

The DCoS will oversee efforts to enhance processes to increase efficiencies and effectiveness across the group of companies, clinics, in both daily service efforts and long-term strategies.

The DCoS will act as a strategic advisor to the CEO and senior leadership team, ensuring that the strategic vision is implemented effectively across all levels of the organization.

This role requires a highly strategic and analytical thinker who can manage complex projects, lead organizational change, and enhance operational efficiencies while maintaining a focus on quality patient care.


Purpose of Position


The Deputy Chief of Staff (DCoS) supports the CEO by assisting in the day-to-day operations of the CEO's office, the CEO's businesses, and in the CEO's personal and private tasks.

The DCoS will also support the administrative teams in the CEO's various companies' business operations.

The individual is expected to exercise a high level of independent judgment, maintain confidentiality, and display excellent organization skills, tact, and discretion in all matters.

This is a highly responsible and sensitive position.

Responsibilities

Meeting Management:

  • Assists the CEO in the planning, organization, and facilitation of meetings, including but not limited to daily and weekly work meetings, retreats, and orientations; committee on operations of retreat center, etc. The findings need to be reported to the CEO
  • Develops agendas, prepares briefing materials, prepares minutes, and coordinates followup actions on all administrative tasks in the various CEO's business entities.

Project Management:

  • Researches, writes reports, and develops presentations for special projects or initiatives assigned by the CEO.
  • Projects may include management of liaison program, brain health programs, personnel searches and onboarding, and allocation of resources
  • Serves as the point person for the all administrative related tasks
  • Assists with the coordination of the annual review process.

Interdepartmental Coordination:

  • Facilitates communication and collaboration between the various companies and departments within these companies and the CEO.

Communications:

  • Drafts, reviews, and distributes internal and external communications on behalf of the CEO and DBD.
  • Researches and drafts responses, as appropriate, to institutional complaints and queries sent to the CEO's office.

Strategic Planning:

  • Assists the CEO in developing and implementing strategic initiatives and goals for the organization and the various companies in the group.
  • Assists with the review of policies and bylaws.
  • Assists with the development, administration, and compilation of client / patients' satisfaction surveys.

Operations and Accountability:

  • Maintains expenses and all administrative (personal, business, and private) expenses and pass this along to the accounting department for processing
  • Manage the CEO's calendar for office related programs/events, sponsorships, travel, occupancy of the retreat center, clinics, and other personal matters assigned.
  • Reviews purchase card, travel, and timesheets for the CEO's administrative / office staff.
  • Serves as the CEO's point person for all matters related to the companies and the CEO's office. This is not limited to administration and finance and HR matters.

MINIMUM QUALIFICATIONS:

Required Education Level/Certifications:

Master's degree

IELTS score of 8 or - Master's degree (in healthcare will be a plus) from an accredited college or university - in administration, business Administration, or related field.


  • Minimum of 5 years' experience in operations management (ideally in healthcare), with at least 5 years in a senior leadership role (ideally within a healthcare setting.)
  • Proven track record of leading organizational change and improving operational efficiencies.
  • Strong understanding of brain health care services and regulatory requirements.
  • Exceptional leadership, communication, and interpersonal skills.

Required Experience:

  • 3 years of professional experience as an executive assistant, senior administrative assistant, policy analyst, project manager, o

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