Executive Assistant

Position Summary

The Executive Assistant (EA) will provide high-level administrative and operational support to the Director, Southeast Asia, ensuring the efficient day-to-day management of tasks, meetings, communications, and regional initiatives. This role requires excellent organisation, discretion, professionalism, and the ability to manage multiple priorities across countries and time zones in a fast-paced logistics environment.

Key Responsibilities

• Executive Support
• Manage the Director’s complex calendar, including scheduling across multiple Southeast Asian countries and time zones.
• Coordinate all travel arrangements, including international flights, accommodation, visas, and detailed itineraries.
• Prepare and format reports, presentations, correspondence, and briefing materials.
• Act as the main point of contact for internal and external stakeholders engaging with the Director.
• Take meeting minutes, track action items, and follow up to ensure timely completion.
• Office & Administrative Management
• Maintain confidential and well-organised filing systems, both physical and electronic.
• Support the preparation of regional reports, dashboards, and performance tracking documents.
• Coordinate meetings, regional leadership events, and internal communications.
• Manage staff engagement initiatives across the region.
• Assist in onboarding and coordination with Southeast Asia offices and teams.
• Stakeholder & Regional Liaison
• Communicate with regional teams, clients, and external partners on behalf of the Director.
• Ensure seamless coordination and information flow between Southeast Asia offices and the broader Mondiale VGL network.
• Project & Initiative Support
• Assist in planning and tracking key Southeast Asia initiatives and strategic projects.
• Conduct basic research and analysis to support decision-making.
• Identify and recommend improvements in administrative processes and regional workflows.
  
  
  

Key Requirements

Qualifications & Experience

• Diploma or Degree in Business Administration, Communications, or related field.
• At least 5 years of experience supporting senior executives, preferably in a multinational or regional role.
• Experience in logistics, freight forwarding, or supply chain is advantageous.
  
  
  

Skills & Competencies

• Highly organised with excellent time management and attention to detail.
• Strong written and verbal communication skills in English.
• Professionalism, confidentiality, and the ability to build trust with senior stakeholders.
• Proficient in Microsoft Office Suite and digital collaboration tools (e.g. Teams, Zoom, SharePoint).
• Proactive, adaptable, and capable of managing multiple priorities with minimal supervision.
• Comfortable working in a regional role with cross-border coordination.
  
  
  

Interested candidates please submit your application through Jobstore