Executive Assistant
Mondiale VGL
Date: 14 hours ago
City: Klang
Contract type: Full time
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
Qualifications & Experience
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.
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.
- 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.
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