Executive Assistant to Executive Director

6 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Biomed Global Full time

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.

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