Personal Assistant

Mawar Medical Centre; Seremban; On-site; MYR 20,000 - 100,000; Full time

Job summary

A healthcare facility is seeking a Personal Assistant to manage the Executive Director's calendar and coordinate meetings. Responsibilities include handling correspondence, preparing reports, maintaining records, and supporting special projects. Ideal candidates should possess a Bachelor's degree in a related field, demonstrate excellent communication skills, and have experience in administration or healthcare environments. Proficiency in MS Office and Google Workspace is essential. This role requires a high level of professionalism and discretion.

Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Experience in a healthcare or hospital environment is an advantage.

Responsibilities

• Manage the Executive Director’s calendar, scheduling meetings and appointments.
• Prepare reports, presentations, and official documents.
• Coordinate communication with government agencies and stakeholders.
• Support board meetings and executive committees.

Skills

Excellent written and verbal communication skills

Strong organizational abilities

Time-management skills

High level of professionalism

Discretion and integrity

Ability to work under pressure

Education

Bachelor’s degree in administration, management, or related field

Tools

MS Office

Google Workspace

Job description

Manage the Executive Director’s calendar, scheduling meetings, appointments, and events

Coordinate internal and external meetings, including agendas, minutes, and follow-up actions

Screen calls, emails, and correspondence; respond or prioritize as appropriate

Prepare reports, presentations, briefing notes, and official documents

Act as a key point of contact between the Executive Director and senior management, clinicians, staff, and external stakeholders

Coordinate communication with government agencies, board members, donors, and partners when required

Ensure timely dissemination of information and decisions from the Executive Director

Handle sensitive and confidential information with the highest level of discretion

Support board meetings and executive committees (meeting packs, minutes, compliance documents)

Maintain accurate records, files, and documentation in line with hospital policies

Assist with planning executive travel, accommodation, and itineraries

Track deadlines, action items, and strategic priorities

Support special projects and initiatives led by the Executive Director

Ensure smooth day-to-day operations of the Executive Office

To perform any additional functions or any task as directed by the Management.

Job Requirements

Bachelor’s degree in administration, management, or a related field (preferred)

Proven experience as a Personal Assistant, Executive Assistant, or similar role

Experience in a healthcare or hospital environment is an advantage

Excellent written and verbal communication skills

Strong organizational and time-management abilities

High level of professionalism, discretion, and integrity

Proficiency in MS Office / Google Workspace and office management systems

Ability to work under pressure and manage competing priorities