Executive Assistant

Job Summary: The Executive Assistant provides high-level administrative and operational support to both the Director of Operations (DOO) and the Chairman of UCSI Healthcare Group. This role requires exceptional organizational skills, confidentiality, and the ability to manage multiple tasks while maintaining a high level of professionalism and discretion. Key Responsibilities:  Organize meetings, prepare agendas, record minutes, and follow up on action items.  Handle all correspondence (emails, letters, memos) and respond on behalf of the DOO and Chairman when required.  Prepare reports, presentations, and internal documents as directed.  Manage and coordinate complex calendars, schedules, and appointments for the DOO and Chairman.  Act as a point of contact between the DOO/Chairman and internal/external stakeholders.  Manage confidential and sensitive information with utmost discretion.  Liaise with senior leadership, department heads, clients, and partners to ensure smooth communication and coordination.  Organize and coordinate local and international travel, including accommodation, transport, visa arrangements, and detailed itineraries.  Assist in planning and executing corporate events, board meetings, and strategic forums.  Assist with the coordination of strategic projects and monitor progress against deadlines.  Compile data, perform basic analysis, and prepare executive summaries or dashboards as required.  Track project milestones and follow up on deliverables with relevant departments.  Manage filing systems (physical and digital) and ensure all documents are properly organized and accessible.  Handle confidential errands or personal tasks as assigned by the Chairman or DOO.  Monitor and order office supplies or equipment needed for the Executive Office. Job Requirements:  Diploma or Bachelor's Degree in Secretarial Studies, Office Management, Business Administration, or related fields.  Minimum 2–5 years as a Personal Assistant or Secretary or Executive Assistant to office management.  Excellent command of English and Bahasa Malaysia (spoken and written).  Proficient in Microsoft Office Suite and digital productivity tools (e.g., Zoom, Teams, Google Workspace).  Strong organizational and multitasking abilities.  High degree of professionalism, discretion, and confidentiality.  Ability to work independently and handle pressure in a fast-paced environment.