PERSONAL ASSISTANT (to the clinical director)

Encia Dental Specialist; Kuala Lumpur; On-site; MYR 30,000 - 45,000; Full time

Job summary

A leading dental care group in Malaysia is seeking a Personal Assistant to the Clinical Director. The ideal candidate will have 3-5 years of executive assistant experience, strong organizational skills, and be a Mandarin speaker to communicate with clients. Responsibilities include managing schedules, coordinating travel, and ensuring project effectiveness in a supportive team environment.

Benefits

Supportive team

Engaging work environment

Pathways to broader responsibilities

Qualifications

• 3–5 years+ in personal/executive assistant, project coordination, or complex administration.
• Confident with administration tools and preparing reports.

Responsibilities

• Own the Clinical Director’s schedule and workloads.
• Coordinate travel and event logistics.
• Maintain clear communications with teams and partners.

Skills

Calendar management

Problem-solving

Clear communication

Discretion

Project coordination

Flexibility

Education

Bachelor’s in Management/Business Administration

Polytechnic diploma with strong experience

Tools

Microsoft Excel

Job description

PERSONAL ASSISTANT (to the clinical director)

We are recruiting a full time calm but also dynamic person who is passionate about organising, problem solving on the spot and happy to make sure details are all perfectly done in any circumstance.

We are a leading dental care group in SE Asia, known for innovation, empathy, and excellence in patient outcomes and clinician development.

We value empathy and supporting specialists to be the best they can be. In our vision innovation needs to be at the center of our clinics, to keep up with the fast developing pace of the world.

Our new movement is supporting Unified Dentistry, a practice where dental practitioners don't work alone, but in collaboration. Where each of them understands the importance of learning about all disciplines, with the purpose of offering better dental care.

Our purpose is to treat patients as a whole, and offer them a functional and esthetic treatment that lasts them for long and enables them to smile freely.

You will be the Clinical Director’s right hand, protecting time, smoothing operations, and keeping projects on track so the team can deliver the right care.

DOES THIS SOUND LIKE YOU

• You love structuring busy calendars, prioritising.
• You are naturally very calm and able to keep many moving parts aligned.
• You like to coordinate every single detail and are able to work in a fast paced manner.
• You are patient and also flexible.
• You communicate clearly and kindly (in person, on the phone, and in writing) and handle confidential info with discretion.
• You anticipate needs, solve problems quickly, and keep momentum when plans change.
• You take pride in making projects more effective: meetings start on time, decisions get recorded, actions get done, deadlines get met in time.

MAIN MISSION

• Own the Clinical Director’s schedule, priorities, and workflows: sequence meetings, prepare briefs, track actions, and follow through to closure.
• Coordinate travel, itineraries, and event logistics for clinical, education, and partner engagements.
• Serve as point-of-contact with internal teams, clinicians, partners, and key stakeholders; maintain polished, timely communications.
• Capture decisions and minutes; prepare slides, reports, and summaries that move projects forward.

GENERAL TASKS EXAMPLES

• Own the calendar: schedule/sequence meetings, events, and priorities.
• Prepare agendas, briefs, minutes, and track action items to closure.
• Keep stakeholders informed (time, venue, attendees, topic) and reconfirm logistics.
• Execute instructions promptly and accurately, following up until done.
• Collect event photos/assets and maintain organised records for all lectures/events.
• Create payments reports, issue post-lecture invoices, and track/report payment status accurately.
• Serve as primary work contact, manage sensitive information discreetly, and provide clear, regular progress updates.
• Plan and manage local/overseas travel and conference logistics, ensuring Dr. Jeanette receives complete itineraries and briefs in advance.
• Other tasks related to the job.

WHAT WE OFFER

A lovely team, professional and kind, engaging and supportive.

Pathways to broader coordination responsibilities as you grow.

Possibility of sometimes travelling for events when necessary according to schedule.

A less-formal environment that values ownership, speed, and high standards.

EXPERIENCE & EDUCATION

3–5 years+ in personal/executive assistant, project coordination, or complex administration (healthcare exposure is a plus).

Confident with Microsoft Excel and administration tools.

Comfortable preparing decks and simple reports.

Bachelor’s in Management, Business Administration, Public Relations, or related field (or 5+ years equivalent experience in an English-speaking environment).

Polytechnic diploma accepted with strong relevant experience.

SKILLS

Mandatory Mandarin speaker to effectively communicate with Mandarin-speaking clients.

Other SE Asian languages are a plus.

High discretion and professionalism with sensitive information.

Experience in private education/healthcare/wellness is a plus.

Prior PA experience is a big plus.

ADDITIONAL REQUIREMENT

Preferable candidate who can join immediately.