Operation Executive

Aglow Medical Group is a trusted and rapidly expanding corporation, that has transitioned into a network of 25 clinics within a remarkable 6 years span. As the company continues to evolve, it has expanded its reach to include a distinguished portfolio of four unique brands, each excelling in its specialized areas of healthcare and skincare. These brands include Aglow Clinic a leading aesthetic clinic chain; Dr. Aglow, specializing in professional medical skincare products; ACT Health Clinic/A Plus Wellness promoting wellness and regenerative medicine; and Aglow Hair Center, specializing in hair growth.

Offering a comprehensive range of medical-grade solutions for complete head-to-toe treatments, our services are designed to deliver gratifying results within an elegant and serene atmosphere. Our unwavering commitment to exceptional client service is characterized by a warm, effective, and genuine approach, ensuring that each client receives the utmost care and attention they deserve.

Requirements:

• Diploma or Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Strong organizational, coordination and time-management skills.
• Good communication and interpersonal skills, with the ability to work effectively across different departments and stakeholders.
• Good written and verbal communication skills, with the ability to prepare professional emails, letters, reports and meeting minutes.
• Ability to communicate in Chinese is an added advantage.
• Ability to multitask, prioritize and manage multiple operational matters in a fast-paced environment.
• Proficient in Microsoft Office, particularly Excel for data compilation and Power Point for presentations.

Job Responsibilities:

1. Administrative Support

• Manage the General Manager’s / Directors’ calendars, schedules and appointments.
• Coordinate meetings, business appointments and travel arrangements.
• Prepare and organize reports, presentations, correspondence and other management documents.
• Attend meetings and prepare accurate meeting minutes.

2. Communication & Coordination

• Act as a primary point of contact between the General Manager / Directors and internal or external stakeholders.
• Draft, prepare and coordinate official letters, emails, memos and correspondence on behalf of the General Manager / Directors.
• Coordinate communication and information flow across all departments and teams.
• Ensure relevant updates and deliverables are communicated to the General Manager / Directors in a timely manner.

3. Information & Document Management

• Handle confidential and sensitive information with strict discretion.
• Organize and maintain departmental files, records and documents.
• Gather information and data required for management review.
• Provide relevant information, data and operational support to cross-functional teams as required.
• Conduct research and prepare summaries, reports and presentations as requested by the General Manager /Directors.

4. Project & Operational Support

• Support the General Manager / Directors in coordinating operational matters across all outlets and serve as the main point of contact for HQ operational matters.
• Coordinate with outlet teams and relevant departments to ensure smooth daily operations.
• Provide coordination and follow-up support for urgent or time-sensitive operational matters.
• Assist in coordinating departmental projects, initiatives, events and new outlet preparations.
• Coordinate with internal teams, outlets, vendors and external stakeholders on project requirements.

5. Stakeholder & Relationship Management

• Maintain professional relationships with clients, business partners, vendors and other stakeholders.
• Coordinate meetings, communications and follow-ups with external parties.
• Represent the General Manager / Directors professionally when acting as a liaison.

6. Availability & Responsiveness

• As this role provides direct support to the General Manager / Directors and contributes to daily operations, the incumbent is expected to remain reasonably contactable and responsive when urgent or time-sensitive operational matters arise.
• Provide occasional assistance or acknowledgement for time-sensitive matters affecting business or outlet operations.
• Regular work duties are not expected during rest days, weekends or public holidays unless specifically required.