Operation Executive

ACT Health Clinic; Kuala Lumpur; On-site; MYR 39,000 - 78,000; Full time

Job summary

ACT Health Clinic in Kuala Lumpur is seeking an organized Operations Assistant to provide administrative support to the General Manager and Directors. You will manage calendars, coordinate meetings, and prepare reports, while ensuring smooth cross-department communications.

Responsibilities include drafting official correspondence, organizing files, and supporting projects across outlets. Strong MS Office skills and multitasking ability are essential in a fast-paced environment.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Operations Management, or related field.
• Strong organizational, coordination and time-management skills.
• Good communication and interpersonal skills with cross-department collaboration.
• Proficient in written and verbal communication for emails, letters, reports and minutes.
• Chinese language ability is an added advantage.
• Ability to multitask and manage multiple operational matters in a fast-paced environment.
• Proficient in Microsoft Office; Excel for data; PowerPoint for presentations.

Responsibilities

• Administrative Support: manage calendars, schedules and appointments for GM/Directors.
• Coordinate meetings, travel arrangements and prepare management reports.
• Attend meetings and prepare accurate minutes.
• Communication & Coordination: draft and coordinate official letters and emails; ensure flow of information across departments.
• Information & Document Management: handle confidential data and maintain files and documents.
• Project & Operational Support: assist in coordinating outlets and HQ operations.
• Stakeholder & Relationship Management: maintain relationships with clients, vendors and partners.
• Availability & Responsiveness: stay reasonably reachable for urgent matters.

Skills

Organizational skills

Coordination

Time management

Communication skills

Interpersonal skills

Chinese language (advantage)

Education

Bachelor's or Diploma in Business Administration/Operations Management

Tools

Microsoft Office

Excel

PowerPoint

Job description

Aglow Medical Group is a trusted and rapidly expanding corporation, that has transitioned into a network of 25 clinics within a remarkable 6 years span. As the company continues to evolve, it has expanded its reach to include a distinguished portfolio of four unique brands, each excelling in its specialized areas of healthcare and skincare. These brands include Aglow Clinic a leading aesthetic clinic chain; Dr. Aglow, specializing in professional medical skincare products; ACT Health Clinic/A Plus Wellness promoting wellness and regenerative medicine; and Aglow Hair Center, specializing in hair growth.

Offering a comprehensive range of medical-grade solutions for complete head-to-toe treatments, our services are designed to deliver gratifying results within an elegant and serene atmosphere. Our unwavering commitment to exceptional client service is characterized by a warm, effective, and genuine approach, ensuring that each client receives the utmost care and attention they deserve.

Our unwavering commitment to exceptional client service is characterized by a warm, effective, and genuine approach, ensuring that each client receives the utmost care and attention they deserve.

Requirements:

• Diploma or Bachelor's degree in Business Administration, Operations Management, or a related field.
• Strong organizational, coordination and time-management skills.
• Good communication and interpersonal skills, with the ability to work effectively across different departments and stakeholders.
• Good written and verbal communication skills, with the ability to prepare professional emails, letters, reports and meeting minutes.
• Ability to communicate in Chinese is an added advantage.
• Ability to multitask, prioritize and manage multiple operational matters in a fast-paced environment.
• Proficient in Microsoft Office, particularly Excel for data compilation and Power Point for presentations.

Job Responsibilities:

1. Administrative Support
   • Manage the General Manager's / Directors' calendars, schedules and appointments.
   • Coordinate meetings, business appointments and travel arrangements.
   • Prepare and organize reports, presentations, correspondence and other management documents.
   • Attend meetings and prepare accurate meeting minutes.
2. Communication & Coordination
   • Act as a primary point of contact between the General Manager / Directors and internal or external stakeholders.
   • Draft, prepare and coordinate official letters, emails, memos and correspondence on behalf of the General Manager / Directors.
   • Coordinate communication and information flow across all departments and teams.
   • Ensure relevant updates and deliverables are communicated to the General Manager / Directors in a timely manner.
3. Information & Document Management
   • Handle confidential and sensitive information with strict discretion.
   • Organize and maintain departmental files, records and documents.
   • Gather information and data required for management review.
   • Provide relevant information, data and operational support to cross-functional teams as required.
   • Conduct research and prepare summaries, reports and presentations as requested by the General Manager /Directors.
4. Project & Operational Support
   • Support the General Manager / Directors in coordinating operational matters across all outlets and serve as the main point of contact for HQ operational matters.
   • Coordinate with outlet teams and relevant departments to ensure smooth daily operations.
   • Provide coordination and follow-up support for urgent or time-sensitive operational matters.
   • Assist in coordinating departmental projects, initiatives, events and new outlet preparations.
   • Coordinate with internal teams, outlets, vendors and external stakeholders on project requirements.
5. Stakeholder & Relationship Management
   • Maintain professional relationships with clients, business partners, vendors and other stakeholders.
   • Coordinate meetings, communications and follow-ups with external parties.
   • Represent the General Manager / Directors professionally when acting as a liaison.
6. Availability & Responsiveness
   • As this role provides direct support to the General Manager / Directors and contributes to daily operations, the incumbent is expected to remain reasonably contactable and responsive when urgent or time-sensitive operational matters arise.
   • Provide occasional assistance or acknowledgement for time-sensitive matters affecting business or outlet operations.
   • Regular work duties are not expected during rest days, weekends or public holidays unless specifically required.