The Role
Provide executive and operational support to group directors: coordinate meetings and travel, track action items, manage records and vendor paperwork, create and follow task tickets, compile updates and presentations, support cross-department projects (CRM, training, software evaluations), run market research, improve processes and digitize workflows, maintain knowledge base and event calendars, and evaluate AI/software tools to boost efficiency.
Summary Generated by Built In
Administrative & Operational Support to Group Directors
- Coordinate meetings (internal/external), including scheduling, setting agendas, preparing materials, and capturing meeting minutes.
- Assist with travel arrangements (transport, meals, accommodation) in coordination with Admin.
- Track and follow up on action items after meetings to ensure timely progress.
- Handle paperwork and digital records such as vendor onboarding, supporting documents, and subscription receipts.
- Assist in scheduling department check-ins and preparing weekly status updates.
Project & Task Coordination
- Create, track, and follow up on task tickets using internal task management tools.
- Compile updates, prepare presentations, and ensure project stakeholders are aligned.
- Support strategic initiatives across departments (e.g. CRM implementation, training plans, software comparisons).
- Support market research projects.
- Help ensure alignment between directors and departments by surfacing differing instructions and proposing solutions.
- Coordinate company events with Admin and Business team.
Process & Performance Improvement
- Assist in converting manual workflows into digital processes, ensuring genuine improvements are incorporated.
- Identify process bottlenecks and coordinate with stakeholders to implement more efficient solutions.
- Develop and maintain a centralized knowledge base (intranet) and FAQs to support business operations.
- Maintain a full-year calendar of internal events and strategic plans.
- Assist with ad-hoc projects and assignments to meet business needs.
Innovative & Business Growth Support
- Research and assess software or AI-based solutions to improve organizational efficiency.
- Support departments in evaluating new tools, benchmark best practices, and implementing strategic improvements.
- Ensure business meetings, events, and presentations are conducted at high standards with continuous enhancements.
Requirements
- Bachelor’s degree in Business Administration, Management, or related field.
- At least 2–5 years of experience in executive support, operations, or project coordination roles.
- Experience working in a fast-paced, multi-departmental organization is preferred.
- Strong organizational and multitasking skills, with attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (PowerPoint, Excel, Word) and project/task management tools.
- High level of discretion, professionalism, and reliability.
- Strong problem-solving mindset with the ability to suggest process improvements.
- Ability to coordinate with multiple stakeholders and manage competing deadlines.
- Proactive attitude with a strong sense of ownership and follow-through.
- Capable of preparing executive-level presentations and reports with minimal supervision. Willingness to learn and explore new trends and technology.
- A learning and improvement mindset.
- Tech-savvy with interest in digital tools and automation.
- Willingness to explore AI tools and optimize workflows.
- A team player who respects boundaries and operates with integrity.
Skills Required
- Bachelor's degree in Business Administration, Management, or related field
- 2-5 years experience in executive support, operations, or project coordination
- Experience working in a fast-paced, multi-departmental organization
- Strong organizational and multitasking skills with attention to detail
- Excellent written and verbal communication skills
- Proficiency in Microsoft PowerPoint, Excel, Word and project/task management tools
- High level of discretion, professionalism, and reliability
- Strong problem-solving mindset and ability to suggest process improvements
- Ability to coordinate with multiple stakeholders and manage competing deadlines
- Proactive attitude with strong sense of ownership and follow-through
- Capable of preparing executive-level presentations and reports with minimal supervision
- Willingness to learn, explore new trends and technologies, and use AI tools
- Tech-savvy with interest in digital tools and automation
- Team player who respects boundaries and operates with integrity
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The Company
What We Do
Biomed Global is a leading total solution provider in the biomedical and life sciences industry, operating across Southeast Asia. The company provides a holistic range of innovative medical solutions and cutting-edge biomedical technologies spanning research, development, and clinical applications. Its mission is to advance healthcare standards and facilitate medical breakthroughs by bringing together leading-edge medical solutions and expert support to enrich lives.
