- Location
- Malaysia / Shah Alam
- Workplace
- Remote
- Type
- Full-time
- Department
- Administration
- Experience
- 7+ years
- Source
- Workday
Description
Executive Assistant to President, Food & Nutrition APAC
Location
Kuala Lumpur, Malaysia (supporting executive based in Singapore)
Role Overview
The Executive Assistant will provide high-level administrative and coordination support to the Head of Brenntag’s Food & Nutrition business unit in APAC, a USD 600 million business spanning 11 countries in the region. The role requires a proactive, highly organized professional who can operate independently across borders, manage complex priorities, and act as a key point of coordination between the regional head, country teams, and internal and external stakeholders. Chinese language skills are a strong advantage given the regional footprint and stakeholder base.
Key Responsibilities
Executive support
- Manage and optimize the executive’s calendar across multiple time zones, including scheduling meetings, workshops, and calls with internal and external stakeholders.
- Coordinate and prepare materials for meetings (agendas, briefing notes, presentations, follow-up actions).
- Handle confidential information with discretion and maintain professional standards in all communications.
- Draft, review, and format correspondence, reports, and presentations on behalf of the executive.
Regional coordination
- Act as a central coordination point between the APAC head and country teams across 12 markets, ensuring clear communication and timely follow-up on key initiatives and deadlines.
- Track progress of strategic and operational initiatives, consolidating updates from different countries and functions into concise summaries.
- Support organization of regional leadership meetings, townhalls, and functional workshops (virtual and physical), including logistics, invitations, and documentation.
Travel and logistics
- Plan and manage complex, multi-country business travel for the executive (itineraries, visas, accommodation, ground transport, meeting schedules).
- Coordinate travel-related meetings and site visits with local teams and customers.
- Process expense claims and ensure compliance with company policies and timelines.
Information and stakeholder management
- Maintain an organized digital filing and information management system for key documents, contracts, presentations, and strategic materials.
- Prepare stakeholder lists, contact databases, and distribution lists for internal communications and external engagement.
- Liaise professionally with internal stakeholders (leadership, country managers, functional heads) and external partners/customers as needed.
Business and project support
- Assist with the preparation of business reviews, management reports, and performance updates by consolidating inputs and formatting slides or documents.
- Support small-scale projects or workstreams (e.g., event coordination, data collection, follow-up tracking) as assigned by the executive.
- Conduct basic desk research and information gathering to support decision-making and strategic discussions.
Required Qualifications and Experience
- Bachelor’s degree or equivalent professional qualification.
- 7–10 years of experience as an Executive Assistant or Senior Executive Assistant supporting senior leadership, ideally in a regional or multinational environment.
- Strong experience working across borders and time zones; prior exposure to APAC or regional roles is an advantage.
- Demonstrated ability to manage complex calendars, travel, and stakeholder coordination for senior executives.
Skills and Competencies
- Excellent written and verbal communication skills in English.
- Proficiency in Chinese (Mandarin) is a strong plus for working with regional stakeholders and materials.
- High level of professionalism, discretion, and integrity in handling confidential and sensitive information.
- Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks under tight timelines.
- Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, Teams) and digital collaboration tools.
- Strong attention to detail and a high standard of accuracy in documents and communications.
- Proactive, resourceful, and able to work independently with minimal supervision while remaining closely aligned with the executive’s priorities.
- Strong interpersonal skills with the ability to build effective working relationships across cultures and levels of seniority.
Working Style
- Based in Kuala Lumpur, with close daily virtual collaboration with the executive in Singapore.
- Comfortable working in a hybrid, cross-border setup with frequent virtual meetings and occasional regional travel as required.
- Flexible and responsive to urgent matters that may arise outside standard working hours due to time zone differences in APAC.
