Executive Assistant to President Director

Overview

Executive Assistant to President Director Jobs in Cibinong, West Java, Indonesia at Perfetti Van Melle

Title: Executive Assistant to President Director

Company: Perfetti Van Melle

Location: Cibinong, West Java, Indonesia

Role Purpose

The Executive Assistant provides high-level support to the President Director and, where relevant, the Management Team.

The role goes significantly beyond traditional administrative support. We are looking for a proactive, independent and hands-on individual who can effectively manage the President Director’s agenda and priorities, anticipate needs, coordinate senior internal and external stakeholders, and independently take ownership of selected projects.

The successful candidate will operate as a trusted extension of the President Director: someone who understands priorities, uses sound judgment, solves problems and ensures things get done without requiring constant direction or follow-up.

Key Responsibilities

1. Executive & Agenda Management

• Proactively manage the President Director’s agenda, ensuring time is allocated in line with business priorities.
• Assess and prioritize meeting requests rather than simply forwarding requests for scheduling.
• Understand the purpose and importance of meetings and, where appropriate, redirect requests or propose alternative solutions.
• Anticipate scheduling conflicts, preparation requirements, travel time and follow-up needs.
• Ensure the President Director is well prepared for important meetings and engagements.
• Act as an effective gatekeeper while maintaining strong relationships with internal and external stakeholders.

2. Management Team Support

• Coordinate Management Team meetings and the overall management meeting calendar.
• Prepare agendas and ensure relevant materials are available ahead of meetings.
• Prepare concise minutes capturing key decisions and actions.
• Track and proactively follow up on agreed actions and commitments.
• Support Management Team meetings, workshops, off-sites and other leadership activities.

3. Travel Management

• Coordinate domestic and international travel for the President Director.
• Manage international travel arrangements for employees where required.
• Coordinate flights, hotels, transportation, visas and other travel requirements.
• Anticipate potential issues and ensure travel arrangements are efficient and well organized.

4. VIP & Delegation Visits

• Take end-to-end responsibility for visits by Board members, senior executives, international colleagues and other VIP guests.
• Coordinate agendas, accommodation, transportation, visas, meeting facilities, meals and other logistics.
• Work across functions to ensure visits are professionally organized and executed.

5. GMO Budget & Administration

• Manage and monitor the GMO budget and related expenses.
• Maintain visibility of actual spending, commitments and forecasts.
• Coordinate relevant purchase orders, invoices and administrative processes.
• Identify potential budget issues proactively rather than simply reporting them after the fact.

6. External Stakeholder Coordination

• Act as a professional point of coordination between the President Director and relevant external stakeholders, including business associations, chambers of commerce, embassies, government-related contacts and other external partners.
• This may include organizations such as the European Chamber, Dutch Business Network, Castle Asia and the Dutch Embassy.

7. Project Ownership

• Independently lead or coordinate selected projects on behalf of the President Director or Management Team.
• Examples could include office moves, renovations and office design projects; corporate presentations and company materials; management conferences and off-sites; internal events and employee initiatives; coordination of important company visits or external engagements; and other cross-functional projects requiring strong organization and follow-through.
• The EA should be comfortable receiving a broad objective, developing an approach and driving the project through to completion with limited supervision.

Experience & Skills

• Relevant experience as an Executive Assistant, Senior Executive Assistant, Office Manager or in another role requiring similar levels of coordination and ownership.
• Experience supporting senior management in an international or multinational environment strongly preferred.
• Strong organizational and project-management capabilities.
• Excellent command of English and Bahasa Indonesia, written and spoken. English should be at or close to professional fluency.
• Additional languages are an advantage but not required.
• Strong PowerPoint, Excel, Outlook/calendar and general digital capabilities.
• Comfortable using modern productivity and AI tools.
• Experience managing senior internal and external stakeholders.
• Experience coordinating complex international travel and senior-level visits preferred.