YMEDX SERVICES SDN BHD Hiring! Full Time Executive Assistant to Director (Business Operations) in Sarawak, Earn up to MYR 3,300 - Ricebowl

Executive Assistant to Director (Business Operations) - Mandarin Required

YMEDX Services Sdn Bhd is a growing company involved in healthcare and business-related projects.

We are looking for a responsible and people-oriented Executive Assistant to work closely with the Director in coordinating business administration, client and supplier communication, documentation, management follow-ups and approved business activities.

The successful candidate will primarily support YMEDX and may also assist with authorised administrative matters involving YMEDX affiliated businesses.

This is a business-focused role. It does not involve household errands.

Purpose of the Position:

The Executive Assistant will help the Director convert instructions and business decisions into completed actions.

The role combines:

• Executive and administrative support
• Following up on the Director’s instructions
• Client and supplier relationship management
• Business documentation and record-keeping
• Coordination of approved projects and activities
• Support for YMEDX and affiliated businesses

The successful candidate is not expected to manage the companies or make major business decisions. However, the candidate must be willing to take ownership of assigned work, communicate professionally and follow matters through to completion.

Main Responsibilities:

1. Executive Support

• Receive instructions from the Director and convert them into clear tasks and deadlines.
• Monitor assigned tasks and provide regular progress updates.
• Arrange business meetings, appointments and schedules.
• Prepare meeting notes and follow up on agreed actions.
• Remind the Director of important deadlines, renewals and pending decisions.
• Draft business correspondence, letters, messages and basic reports.
• Maintain confidentiality when handling company, financial, customer or business information.

2. Business Administration

• Prepare quotations, invoices, receipts, letters and other business documents.
• Maintain proper digital and physical filing.
• Update customer, supplier, payment and project records.
• Coordinate documents with accountants, company secretaries and other professional service providers.
• Monitor licence renewals, document expiry dates and administrative deadlines.
• Prepare simple weekly updates covering enquiries, quotations, payments and outstanding matters.
• Keep the records and paperwork of each company properly separated.

3. Client and Supplier Relations

• Communicate professionally with customers, suppliers and business partners.
• Respond to general enquiries through telephone, WhatsApp and email.
• Follow up on quotations, orders, documents, deliveries and payments.
• Maintain positive relationships with existing customers and suppliers.
• Provide customers and suppliers with timely updates.
• Assist in handling routine concerns and coordination issues.
• Escalate complaints, pricing matters and sensitive issues to the Director.
• Represent the company professionally during approved meetings and discussions.

4. Business Activities and Project Coordination

• Assist the Director in organising and carrying out approved business activities.
• Coordinate schedules, documents, suppliers and participants for projects or events.
• Follow up with the relevant people to ensure assigned work is completed.
• Track project progress, expenses and outstanding requirements.
• Identify delays or problems and inform the Director promptly.
• Assist with basic research, information collection and preparation work.
• Attend selected meetings or activities on behalf of the Director when authorised.
• Take on greater operational responsibility gradually as experience and trust develop.

5. Support for Affiliated Businesses

• Assist with authorised paperwork and coordination involving YMEDX affilliated companies.
• Maintain separate records, documents and expense information for each company.
• Follow the instructions and approval procedures of the relevant company.
• Coordinate documents and follow-ups between the businesses when authorised.
• Protect confidential information belonging to each company.

Language Requirement:

Candidates must be able to communicate confidently in spoken Mandarin because the position regularly deals with Mandarin-speaking customers, suppliers and business partners.

• Spoken Mandarin: required
• English: working proficiency for emails and documents
• Bahasa Malaysia: basic working proficiency for official and general communication

Candidates of all ethnic backgrounds are welcome to apply if they meet the language and job requirements.

Candidate Requirements:

• STPM, diploma or equivalent qualification.
• Applicants with SPM and relevant working experience may also be considered.
• Preferably one to three years of experience in executive support, administration, customer service, sales coordination or business operations.
• Fresh graduates with strong communication and organisational ability may apply.
• Able to use Microsoft Word, Excel or Google Workspace.
• Comfortable communicating through telephone, WhatsApp and email.
• Good interpersonal and relationship-management skills.
• Able to work independently after receiving clear instructions.
• Willing to follow up when matters remain unresolved.
• Able to remain calm and professional when handling difficult situations.

Experience in healthcare, dental, training, professional services or SME administration would be an advantage but is not compulsory.

Personal Qualities:

We are looking for someone who:

• Is responsible, dependable and honest.
• Communicates warmly and professionally.
• Can build good relationships with clients and suppliers.
• Follows matters through instead of leaving them halfway.
• Keeps the Director informed of important developments.
• Can distinguish urgent matters from routine matters.
• Protects confidential company and customer information.
• Is willing to learn and grow with a growing business.

What We Offer:

• Salary based on experience and capability.
• EPF, SOCSO and EIS contributions.
• Training and guidance during the learning period.
• Direct exposure to business operations and management.
• Experience in client relations, supplier coordination and project execution.
• Opportunity to learn across healthcare, education, advisory and other related businesses.

Please submit your resume together with:

• Current and expected salary.
• Earliest available starting date.
• Previous experience in administration, executive support, customer service or business coordination.

Pay: RM2,300.00 - RM3,300.00 per month

Benefits:

• Flexible schedule
• Free parking
• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person