Executive Assistant

Position: Executive Assistant
Department: Management / Executive Office
Reports To: Board of Directors / Director

Job Purpose

Provide professional administrative and executive support to the Board of Directors by managing daily schedules, coordinating meetings, preparing meeting reports and documentation, and arranging business trips. The position requires excellent communication skills and fluency in English, Bahasa Indonesia, and Thai to support communication with internal and external stakeholders.

Key Responsibilities

1. Executive Calendar & Meeting Management

• Manage and coordinate the Board of Directors' daily schedules and appointments.
• Arrange internal and external meetings, including coordinating participants, meeting times, locations, and online meeting arrangements.
• Monitor and manage changes to the executive schedule and ensure appointments are properly prioritized.
• Prepare meeting agendas, supporting documents, and other necessary materials.
• Provide reminders and follow-ups regarding upcoming meetings and appointments.

2. Meeting Documentation & Reporting

• Attend meetings when required and accurately record key discussions, decisions, and action items.
• Prepare professional meeting reports/minutes in English and Thai.
• Distribute meeting reports and relevant documents to authorized participants.
• Monitor follow-up actions from meetings and coordinate with relevant parties to ensure timely completion.
• Maintain organized and confidential records of meetings and executive documents.

3. Business Trip & Travel Arrangement

• Arrange domestic and international business trips for the Board of Directors and management.
• Coordinate flight bookings, hotels, transportation, meeting schedules, and other travel requirements.
• Prepare detailed travel itineraries and ensure all necessary travel documents are available.
• Coordinate business meetings and appointments during management business trips.
• Handle changes or unexpected issues related to travel arrangements when required.

4. Executive Communication & Coordination

• Act as a communication point between the Board of Directors, management, employees, customers, business partners, and other stakeholders.
• Communicate professionally in English, Bahasa Indonesia, and Thai, both verbally and in writing.
• Assist with correspondence, emails, presentations, reports, and other executive communications.
• Support communication between Indonesian and Thai-speaking stakeholders when required.

5. Administrative & Confidential Support

• Prepare and organize executive documents, reports, presentations, and correspondence.
• Maintain confidentiality of company, management, financial, customer, and other sensitive information.
• Assist the Board of Directors with administrative tasks and special projects as assigned.
• Coordinate with different departments to support management requirements.
• Perform other duties as assigned by the Board of Directors.

Job Qualifications

• Bachelor's Degree in Business Administration, Management, Communication, International Business, or a related field.
• Minimum 2–3 years of experience as an Executive Assistant, Personal Assistant, Secretary, or similar position.
• Fluent in English, Bahasa Indonesia, and Thai, both spoken and written is a Must.
• Excellent communication, interpersonal, and organizational skills.
• Strong time-management and multitasking abilities.
• Excellent attention to detail and accuracy in documentation.
• Proficient in Microsoft Office / Google Workspace, including Word, Excel, PowerPoint, Outlook, and calendar management tools.
• Able to handle confidential information with professionalism and discretion.
• Flexible and able to adapt to changing schedules and priorities.
• Willing to travel when required.
• Professional and strong executive presence