Executive Assistant

Role Overview

We are looking for a proactive and highly organised Executive Assistant to provide comprehensive support to senior leadership within a telecommunications and digital connectivity company. This role includes managing executive administration, overseeing calendar and travel coordination, assisting with meeting organization, and handling sensitive documents confidentially. The ideal candidate thrives in a dynamic environment, efficiently balancing multiple tasks and priorities.

Main Responsibilities

• Deliver executive and administrative assistance to senior leaders, including managing calendars, scheduling appointments, and handling expense reimbursements.
• Arrange business travel plans covering flights, hotels, and local transportation logistics.
• Facilitate management meetings by preparing agendas, documenting minutes, distributing notes, and ensuring timely follow-up on actions.
• Provide administrative aid for meetings involving board members and regional or head office stakeholders.
• Create and assemble various business materials, such as reports, presentations, briefing documents, correspondence, and other documentation.
• Organize travel for employees, including accommodation and transportation logistics.
• Coordinate visits from high-level stakeholders and partners, managing transportation, meeting schedules, meals, and hospitality needs.
• Collaborate with internal departments and external contacts to ensure all arrangements are executed accurately and punctually.
• Handle confidential papers and sensitive data with the utmost discretion and professionalism.
• Perform additional administrative and coordination tasks as assigned.

Candidate Requirements

• Diploma or degree in Business Administration, Management, Secretarial Studies, or a related field.
• Minimum five years’ experience in executive assistance, personal assistance, secretarial roles, or senior administrative support, ideally assisting senior or C-suite executives.
• Excellent organisational and time management abilities, capable of balancing competing demands and meeting strict deadlines.
• Strong command of English, both verbal and written; knowledge of Bahasa Indonesia and Mandarin is advantageous for regional communication and collaboration.
• Proficient with Microsoft Office suite, especially Outlook, Word, Excel, and PowerPoint.
• Experienced in coordinating meetings, recording minutes, tracking action items, and following up with participants.
• Meticulous attention to detail in managing schedules, documentation, and travel plans.
• Skilled in crafting professional reports, presentations, and business correspondence.
• Demonstrates discretion, integrity, and sound judgment when managing confidential information.
• Strong interpersonal skills with the capacity to engage effectively with senior management, colleagues, external partners, and visiting stakeholders.
• Self-motivated and adaptable with the ability to work independently amidst shifting priorities.
• Service-minded, capable of efficiently handling multiple administrative and logistical requirements.

Additional Information

Contact Person: Zhan Meng Wong
Direct Line: 66977937
EA License Number: 91C2918
Personnel Registration Number: R26160614