Operation Executive

ACTIVE HEALTH PARTNER SDN BHD; Kuala Lumpur; On-site; MYR 39,000 - 78,000; Full time

Job summary

Aglow Medical Group in Kuala Lumpur, Malaysia seeks an Administrative & Operations Support professional to assist the General Manager and Directors. The role centers on calendar management, meeting coordination, and preparing reports and correspondence across departments.

Key duties include handling confidential information, coordinating with outlets and HQ, and maintaining smooth daily operations with timely updates and follow-ups.

Qualifications

• 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.

Responsibilities

• Administrative Support: Manage calendars, schedules and appointments for General Manager/Directors.
• Coordinate meetings, business appointments and travel arrangements.
• Prepare and organize reports, presentations, correspondence and other management documents.
• Attend meetings and prepare accurate meeting minutes.
• Communication & Coordination: Act as primary contact between General Manager/Directors and stakeholders.
• Draft, prepare and coordinate official letters, emails, memos and correspondence.
• Coordinate communication and information flow across all departments and teams.
• Ensure relevant updates and deliverables are communicated in a timely manner.
• Information & Document Management: Handle confidential information with discretion.
• Organize departmental files, records and documents.
• Gather information for management review.
• Provide data and operational support to cross-functional teams.
• Project & Operational Support: Coordinate operational matters across outlets and HQ.
• Coordinate with outlet teams and relevant departments for smooth operations.
• Provide follow-up support for urgent matters.
• Assist in coordinating projects, events and new outlet preparations.
• Stakeholder & Relationship Management: Maintain professional relationships with clients, partners, vendors.
• Coordinate meetings and follow-ups with external parties.
• Represent GM/Directors when acting as liaison.
• Availability & Responsiveness: Stay reasonably contactable for urgent matters.
• Auxiliary support for time-sensitive cases affecting operations.

Skills

Organizational skills

Time management

Communication skills

Written communication

Verbal communication

Chinese language

Multitasking

Education

Diploma or Bachelor's degree in Business Administration, Operations Management, or related field

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.

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.