Personal Assistant to Managing Director (Mandarin Speaker)

iHeal Medical Services; Kuala Lumpur; On-site; MYR 150,000 - 200,000; Full time

Job summary

A healthcare services provider in Kuala Lumpur is seeking a Personal Assistant to the Managing Director who is fluent in Mandarin. The role involves managing the director's calendar, liaising with stakeholders, and preparing various administrative documents. Ideal candidates should have effective communication and organizational skills. This position requires discretion and the ability to handle confidential information while coordinating day-to-day operations.

Qualifications

• Fluent in Mandarin and English.
• Proven experience in administrative roles.
• Ability to interact with senior management and stakeholders.

Responsibilities

• Manage the Managing Director's calendar and appointments.
• Act as a point of contact between the Managing Director and stakeholders.
• Prepare meeting agendas, minutes, and reports.
• Liaise with various internal and external parties.

Skills

Effective communication skills

Organizational skills

Discretion and confidentiality

Time management

Job description

Personal Assistant to Managing Director (Mandarin Speaker)

Manage the Managing Director’s calendar, appointments, meetings, and travel arrangements

Act as the first point of contact between the Managing Director and internal/external stakeholders

Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the Managing Director

Prepare meeting agendas, minutes, presentations, reports, and briefing materials

Coordination & Communication

1. Liaise with senior management, department heads, clients, partners, and external parties
2. Coordinate meetings, board meetings, and company events as required
3. Follow up on action items and ensure timely completion of assigned tasks

Confidentiality & Professionalism

1. Handle sensitive and confidential information with the highest level of discretion
2. Maintain organized records, files, and documentation (physical and digital)

Operational & Office Support

1. Assist in monitoring deadlines, projects, and key initiatives involving the Managing Director
2. Support ad-hoc projects and assignments as directed
3. Assist with HR, finance, or operational coordination when required

Daily Routine Task

1. Manage and update the Managing Director’s daily calendar and schedule
2. Coordinate appointments, meetings, and reminders
3. Screen, prioritize, and respond to emails, messages, and phone calls
4. Prepare daily briefing notes and ensure the Managing Director is well-informed
5. Track and follow up on action items and pending matters
6. Organize and maintain files, documents, and correspondence
7. Liaise with internal departments and external parties on behalf of the Managing Director
8. Handle confidential information with discretion and professionalism
9. Assist with ad-hoc administrative and operational tasks as assigned
10. Any other task as assigned by the Management