​Executive Assistant (Yearly Contract - Renewable)

About the role

This role provides comprehensive executive, administrative and business coordination support to the Country Manager and regional stakeholders across Southeast Asia. The position manages executive schedules, external appointments, leadership meetings, customer engagements, travel and accommodation, billing and claims, executive documentation, and cross-divisional events. The role also supports the preparation of customer talking points, business summaries and leadership materials using data analysis and AI-enabled tools.

Executive and leadership support

• Manage complex executive calendars, appointments, priorities and external engagements across Southeast Asia and global stakeholders. 
• Coordinate Town Halls, leadership meetings, discussions with Division Managers, customer meetings, and appointments with external executives and secretaries. 
• Prepare meeting agendas, executive documents, presentations, briefing packs, talking points and action summaries. 
• Maintain confidential leadership documents and ensure timely follow-up on key commitments and action items.
• Prepare company affidavit as per key stakeholder requests

Travel, logistics and administration

• Organise end-to-end travel plans, including flight bookings, hotel accommodation, ground transportation, visas, itineraries and travel support. 
• Coordinate driver schedules and transportation arrangements for executives, visitors and business guests. 
• Process billing, invoices, travel claims, accommodation expenses and supporting documentation in line with company requirements. 
• Provide office-based logistics and administrative support for SEA leadership and visiting stakeholders.

Meetings, events and cross-divisional coordination

• Plan and coordinate regional conferences, leadership activities, employee events, customer visits and cross-divisional initiatives. 
• Manage venues, meeting rooms, catering, invitations, communication materials, suppliers and on-site logistics. 
• Coordinate across divisions, functions, countries and time zones to ensure smooth execution of events and activities. 
• Build effective working relationships with internal teams, customers, vendors, executive assistants and external partners.

Business insights, data and AI support

• Use AI-enabled tools to research customer and business topics, develop talking points, draft communications and prepare concise executive briefings. 
• Consolidate and analyse information from multiple sources to produce reports, summaries, presentations and actionable insights. 
• Identify opportunities to improve administrative efficiency through automation, standardisation and digital tools.

Minimum qualifications

• Bachelor’s degree in Business Administration, Management, Communications, Hospitality or a related field. 
• At least five years of experience as an Executive Assistant, Personal Assistant, Executive Secretary, Business Coordinator or in a comparable executive support role. 
• Experience supporting senior leaders, directors or regional leadership teams in a multinational or multi-country environment. 
• Proven experience in complex calendar management, travel coordination, event organisation, billing, claims, executive documentation and stakeholder coordination. 
• Strong proficiency in Microsoft Outlook, Teams, Word, PowerPoint and Excel. 
• Excellent written and spoken English is essential for communication across Southeast Asia and global stakeholders. 
• Ability and willingness to attend external meetings, customer engagements and business events as required.

Preferred qualifications

• Experience with reporting, analytics, automation or AI-enabled productivity tools. 
• Experience coordinating regional conferences, leadership forums or large cross-divisional events. 
• Familiarity with corporate travel, expense and procurement systems.

Key skills

• Excellent executive communication and interpersonal skills, with the confidence to engage professionally with customers, senior leaders and external stakeholders. 
• Exceptional organisation and time management, with the ability to manage multiple priorities, changing schedules and deadlines across time zones. 
• Strong attention to detail and discretion when handling confidential information, executive documents, financial records and travel arrangements. 
• Proactive, service-oriented and resourceful approach with strong ownership and problem-solving ability. 
• Ability to work independently while collaborating effectively across countries, divisions and functions. 
• Cultural sensitivity and adaptability in a diverse regional and global environment. 
• Curiosity and confidence in using data, analytics, automation and AI tools to improve executive productivity and decision support.