Executive Assistant – HCM

Job Scope:

The Executive Assistant to CEO provides high-level executive support to the VP/CEO. This role acts as a trusted partner to senior leadership, ensuring effective executive coordination, confidentiality, and smooth day-to-day office operations. The position requires strong judgment, discretion, and the ability to balance strategic executive support with hands-on administrative management.

Key Tasks:

• Act as the primary point of contact and trusted gatekeeper for the CEO.
• Manage complex calendars, appointments, priorities, and time-sensitive matters.
• Coordinate domestic and international travel, including visas, accommodations, itineraries, and expense tracking.
• Prepare, review, and manage confidential correspondence, presentations, reports, and briefing materials.
• Organize and support executive, leadership, board, and management meetings, including agendas, logistics, minute-taking, and follow-up on action items.
• Liaise with internal departments, regional/global offices, and external stakeholders on behalf of the CEO.
• Handle highly sensitive and confidential information with absolute discretion.
• Handle visas and Temporary Residence Cards (TRC) for senior executives, expatriates, and international visitors.
• Centrally manage and maintain all company policies and SOPs to ensure they are up-to-date, organized, and easily accessible in a unified repository.
• Assist HR with Employer Branding Initiatives and other tasks as requested.
• Support the VP/CEO in strategic initiatives, executive communications, and decision-making processes.

Education/ Training Qualifications:

Bachelor or Masters degree in medicine/Health/Science or related disciplines.

Experience:

• Minimum 8–10 years of experience as PA/Executive Assistant to senior leadership (VP/CEO/General Director).
• Proven experience in office administration, facilities, or office management roles.
• Experience working in multinational or professional services environments is preferred.
• Strong proficiency in MS Office and office management systems.
• Fluent in English; additional languages are an advantage.

Knowledge/ Skills/ Personalities:

• High level of discretion, confidentiality, and professional integrity.
• Strong organizational, time-management, and multitasking abilities.
• Excellent communication and stakeholder management skills.
• Proactive, detail-oriented, and solution-driven mindset.
• Ability to work independently and under pressure.
• Strong judgment and ability to anticipate executive needs.
• Hands-on approach with strategic perspective.

Send your CV to: trang.phan@medigroupasia.com