**Job**: Business Support, Management & Efficiency**Primary Location**: Asia-Indonesia-Jakarta**Schedule**: Full-time**Employee Status**: Permanent**Posting Date**: 04/Apr/2024, 10:28:32 PM**Unposting Date**: Ongoing**Role Responsibilities****Job Summary**This role is for an Executive Assistant to high-level administrative support for the Indonesia Chief Executive Officer, through effective administration and co-ordination of workflow and time management. This role requires exceptional organizational skills, discretion, and the ability to handle confidential information. Additionally, the Executive Assistant will support the Board of Commissioners (BOC) and provide administrative assistance to the Cluster Head Corporate Affairs and Brand and Marketing (CABM) function, including daily administrative tasks and event coordination.Key responsibilities include but are not limited to:**Responsibilities****Calendar Management**:- Proactively manage calendar - Coordinate and manage meetings for all external stakeholders, including government officials, regulators, and clients. This includes ensuring schedules are arranged in efficient way and manage conflicting appointments in best possible ways by identifying priorities; monitoring all meeting clashes for all forthcoming meetings (not just that particular day/week), planning the calendar to ensure there is time for travel to the meeting if required and, organising the calendar to ensure the daily schedule is clear.- Work closely with stakeholders and ensure all preparation and meetings/appointment details are updated in the calendar accordingly. Set meetings in calendar for weekly, bi-weekly and monthly, bi-monthly meetings, including but not limited to committees, 1:1 catch ups with directs, matrix, Regional CEO, and other stakeholders.- Check if materials have been received and have been provided ahead of time.- Prepare and maintain a log of all meetings with relevant Regulators, government, and external stakeholders**Correspondence to Regulators and external stakeholders**- Ensure letters to Regulators and government are reviewed and approved by Compliance and relevant CMT (Country Management Team) member, ready for signing by CEO / BOC- Reviewed such letters to pick up any formatting issues such as incorrect letterhead, fonts, font sizes or errors- Ensure correspondence from Regulators are forwarded to Compliance, and relevant Heads for action**Coordinate offsites / onsite / Group Visitors, and other Meeting/Event Management**- Work closely with stakeholders on any preparation and execution of events involving CEO, management offsites, and other external engagements, working with BPM (Business Planning Manager) on all preparation and executions.- Visit of VVIP - co-ordinate itinerary for Group Visitors, work with BPM and relevant unit e.g. security, CABM (Corporate Affairs and Brand & Marketing), Business units, to ensure visits and programme are handled properly and smoothly. The preparation includes but not limited to booking travels, vendor, venue selections arrange meeting rooms, access passes and staff meals, client entertainment. This includes ensuring all necessary approval is in place (G&E (Gift & Entertainment), OBA, T&E (Travel & Expenses)).**Third-party supplier and / or Vendor Management**- Ensure that procurements expenses required CEO approval have been vetted and approved by relevant units prior to approving.- Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely manner.**3rd party Gift and Entertainment**- Ensure all activities related to 3rd party entertainments are logged accordingly and timely when required as per G&E policy and guidelines.**Adhoc and admin tasks**- Manage necessary approvals for the CEO, ensuring timely processing and compliance with internal policies and procedures. Raise/update Delegated Authority as they arise from direct and matrix reports movements- Ensure look and feel of CEO's office space is functional and appropriate for proper representation and receiving high profile visitors.- Raise IT requests issues experienced by the CEO Office Team, follow up and ensure request is done on time- Arrange POA when CEO is on leave- Digital / paper filing of any documents, letter, appointment letters, RMC certificates- Department PIC for risk management certificates (LSPP)- Coordinate with Business/internal stakeholder to ensure timely submission of G&E- Manage Driver to the CEO - Guide and instruct the CEO's Driver to ensure the CEO always arrive on time for his appointments. Responsible for all tasks related to his remuneration, leave and other adhoc admin.- Any adhoc admin tasks that arise as needed**Business****Arrange business travel, client entertainment, stakeholder engagements, and manage expenses**:- Plan itinerary travel arrangement per group guidelines - tickets, hotels, expenses.- Print full travel itinerary including flight de
