Personal Assistant to the CEO

CENGILD G.I. MEDICAL CENTRE; Kuala Lumpur; On-site; MYR 78,000 - 112,000; Full time

Job summary

CENGILD G.I. Medical Centre in Kuala Lumpur seeks a diligent Personal Assistant to the CEO to provide high-level administrative and operational support, ensuring confidentiality and discretion.

You will manage the CEO's calendar, arrange travel, prepare meetings, take minutes, and coordinate with internal departments and external partners to keep the organisation running smoothly. A Diploma/Degree in business or related field is required; 3–5 years of PA/EA experience preferred; Mandarin is an

Qualifications

• Diploma/Degree in Business Administration, Management or related field.
• 3–5 years’ experience as a Personal Assistant/Executive Assistant or similar role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in MS Office and digital tools; Mandarin is an advantage.

Responsibilities

• Executive & Administrative Support: manage the CEO's calendar, arrange travel, prepare meeting materials, and draft communications.
• Attending meetings, taking minutes, and distributing notes with clear actions and deadlines.
• Ensure conference scheduling accuracy with time zones, dial-ins, and invitations.
• Handle confidential information with discretion across finance, HR, and strategy.
• Proactive support: anticipate needs and identify issues before they arise; coordinate with internal departments and external stakeholders.
• Project & Business Support: monitor CEO-led projects and assist with weekly/monthly reports.
• Office & Event Management: filing, expense processing, and coordinating events, meetings, and room setups.
• Other duties as assigned to support evolving organisational needs.

Skills

Organizational skills

Communication skills

Discretion

Multitasking

Independence

Education

Diploma/Degree in Business Administration or related field

Tools

Microsoft Office Suite

Calendar management software

Job description

The Personal Assistant (PA) to the CEO provides high-level administrative, organizational, and operational support to ensure the CEO’s office runs efficiently. This role requires exceptional discretion, professionalism, and the ability to handle sensitive matters with confidentiality.

Key Responsibilities

Executive & Administrative Support

Manage and coordinate the CEO's complex calendar, appointments, and daily schedule, prioritising commitments to ensure effective time management. This includes proactively tracking and reminding the CEO of upcoming away leave and office closures.

Arrange and coordinate all travel logistics, including flights, accommodation, and detailed itineraries for both domestic and international business trips.

Prepare meeting agendas, presentation materials, reports, and briefing documents for the CEO's meetings with the Board of Directors, consultants, and senior management.

Screen calls, emails, and correspondence; draft professional emails, letters, and announcements on behalf of the CEO.

Attend meetings alongside the CEO, take accurate and comprehensive minutes, and ensure timely distribution of meeting notes to all attendees with clear action items, owners, and deadlines. Minutes must be circulated promptly without requiring reminders from the CEO.

Ensure zero errors in conference scheduling, including accurate time zones, dial-in details, and attendee invitations.

Handle sensitive and confidential information with absolute discretion, including matters related to finance, HR, and corporate strategy.

Proactive & Anticipatory Support

Anticipate the CEO's scheduling and administrative needs without being prompted, demonstrating a forward-thinking approach to daily operations.

Proactively identify and address potential issues before they escalated, including anticipating requirements for major projects such as office relocations, renovations, or new hospital developments.

ake initiative to improve existing workflows and administrative processes for greater efficiency.

Act as the primary point of contact between the CEO and all internal departments, including the medical team, operations, finance, and marketing.

Coordinate and facilitate communication with key external stakeholders, such as consultants, business partners, government agencies, insurance and third-party administrators (TPAs), and vendors.

Assist to manage and filter stakeholders' intentions to meet the CEO before scheduling any meeting, ensuring that only critical and high-priority engagements reach the CEO's calendar before others.

Maintain strong working relationships with all stakeholders, reflecting the professional and patient-centric values of Cengild.

Project & Business Support

Monitor and follow up on key strategic and operational projects initiated by the CEO, tracking timelines, deliverables, and progress updates.

Assist in the preparation of weekly and monthly management reports for the CEO.

Coordinate cross-functional meetings, ensuring decisions are implemented and action items are completed on time.

Office & Event Management

Organise and maintain electronic and physical filing systems for confidential corporate documents, contracts, and licenses.

Manage the CEO's task list, process claims and reimbursements, and oversee other executive administrative tasks.

Assist in coordinating corporate events, conferences, and workshops.

Oversee and manage all meeting room bookings, ensuring optimal scheduling, coordinating with facilities management for room setup and AV requirements, and resolving any scheduling conflicts efficiently.

Other Duties

Undertake any other ad-hoc duties, projects, and responsibilities as reasonably assigned by the CEO or Management to support the evolving needs of the organisation.

Qualifications & Experience

Diploma/Degree in Business Administration, Management, or related field.

Minimum 3–5 years’ experience as a Personal Assistant, Executive Assistant, or similar role.

Strong organizational and multitasking skills with attention to detail.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital tools.

Ability to work independently, prioritize tasks, and manage time effectively.

High level of discretion, professionalism, and confidentiality.

A proactive, self-starter who can work independently and anticipate the needs of the CEO.

Proficiency in Mandarin is an advantage.

Experience in a healthcare setting is a significant advantage.

CENGILD G.I. Medical Centre (CGI) is a dedicated and specialized Medical Centre of Excellence for the diagnosis and treatment of gastrointestinal and liver diseases. The first of its kind in Malaysia and in the region, CGI endeavours to deliver the best care to patients with gastrointestinal and liver diseases.

CENGILD G.I. Medical Centre (CGI) is a dedicated and specialized Medical Centre of Excellence for the diagnosis and treatment of gastrointestinal and liver diseases. The first of its kind in Malaysia and in the region, CGI endeavours to deliver the best care to patients with gastrointestinal and liver diseases.