Executive Office - Executive Assistant

• 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.

• 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.

• 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.

• 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.

• 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.

Biomed Global