Executive Assistant

About the Role

Reporting directly to the CEO of ASEAN, this Executive Assistant position involves enhancing the CEO's productivity by managing and prioritizing daily tasks and information flow. The EA will serve as a gatekeeper, deciding which matters require immediate attention, and may represent the CEO ASEAN in meetings when necessary. Additionally, the EA provides administrative support to the FRSG business unit.

Key Responsibilities

• Efficiently manage the CEO ASEAN's calendar and schedule, ensuring optimal use of time by organizing meetings and appointments.
• Handle emails and calls, draft correspondence, reports, and presentations.
• Coordinate complex travel plans including arrangements for international travel such as itineraries, visas, flights, accommodation, and local transport.
• Serve as a liaison between multiple departments and stakeholders, acting as the first point of contact by screening communication and managing correspondence on behalf of the executive.
• Maintain administrative duties including report management, expense claims, preparing meeting agendas and documentation, taking minutes, and following up on action items.
• Act as the contact person for FRSG in communication with other ASEAN business units and stakeholders.

Requirements

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) with excellent command of English communication.
• Japanese language skills are advantageous.
• Ability to handle confidential and sensitive information with discretion.
• Strong multitasking skills, interpersonal abilities, and a collaborative mindset.
• Capable of making sound judgments and decisions aligning with the CEO ASEAN’s best interests.
• Experience in independently managing projects with clear timelines and keeping relevant stakeholders informed.
• A minimum of 5 years’ experience as an Executive Assistant, typically with 3–5+ years supporting C-level executives.
• Holding at least a Diploma in any discipline; a Bachelor's degree in Business Administration or a related field is preferred.