Secretary and Office Manager, Asia Pacific

Your Key Responsibilities

Support to CEO Asia/Pacific and CEO Office

• Collaborate closely with the Executive Assistant (EA) to facilitate seamless daily operations within the CEO Office.
• Assist with meeting preparation, briefing materials, follow-ups, documentation, and managing executive logistics.
• Act as a reliable backup to the EA during peak workloads, travel, or absence.
• Monitor and track action items, deadlines, and executive priorities.
• Respond promptly and effectively to requests from the CEO.
• Manage the Executive's inbox by handling correspondence such as emails, approval requests, letters, and documents as needed.
• Maintain and organize Outlook calendars, scheduling internal and external appointments and meetings.
• Screen and manage calls, responding on behalf of executives when unavailable.
• Coordinate comprehensive travel arrangements (flights, accommodation, visas, car rentals) using Concur and/or BCD Travel, in compliance with company policies.
• Maintain an understanding of executives’ preferences to provide personalized support.
• Process and review local and travel expense reimbursements, ensuring compliance with internal guidelines.
• Manage and update key distribution lists such as the Asia-Pacific Board as required.
• Assist with virtual meeting setups, basic troubleshooting, and ensuring functionality of digital tools.
• Continuously seek opportunities to enhance administrative workflows and office operations.
• Maintain strict confidentiality and discretion when handling sensitive information.

Meeting & Event Coordination

• Plan, organize, and execute physical, hybrid, and virtual events hosted by the CEO.
• Manage logistics for high-level meetings and events such as VIP visits, board meetings, and regional workshops.
• Prepare meeting agendas, take minutes, distribute materials, and follow up on action items.
• Provide hospitality and guest management for VIPs and key stakeholders visiting the office.
• Coordinate with internal teams and external vendors to ensure flawless event execution.

Communication & Liaison Role

• Act as a communication bridge between executives and their teams to ensure clear and timely information exchange.
• Distribute key updates, coordinate tasks, and follow up on action items on behalf of the executives.
• Serve as the primary liaison for cross-functional initiatives involving HR, Communications, Branding, and other support teams.
• Maintain open and effective communication channels with the Executive’s direct reports and wider teams.
• Support the executives in fostering a cohesive, collaborative, and positive team culture.
• Handle ad hoc assignments and special projects delegated by the CEO.

Office Management

• Monitor and replenish office essentials such as equipment, stationery, and pantry supplies.
• Ensure overall office maintenance and contribute to creating a welcoming office environment.
• Coordinate with building management on office or facility-related matters.
• Manage the reception and cleaning teams effectively.
• Organize regular Country Committee meetings including agenda preparation, material compilation, minute-taking, and follow-up tracking.

Your Qualifications

• Diploma or Degree in a relevant discipline.
• Proficient in Microsoft Office applications, including PowerPoint, Word, Excel, Teams, and Outlook.
• Familiarity with SAP is an advantage.
• Fluent in English with excellent written and verbal communication skills.
• Additional proficiency in an Asian language and/or German is a plus.
• Basic understanding of Profit & Loss (P&L) statements and financial data.
• Demonstrates the ability to handle confidential information with discretion.
• Highly self-motivated, resourceful, adaptable, and capable of working independently.
• Strong organizational skills with the ability to prioritize multiple tasks effectively.
• Open to change and proactive in driving change initiatives.
• Skilled in managing stakeholders across various hierarchical levels.
• Able to identify interdependencies and develop alternative solutions with a holistic perspective.
• Thrives in a dynamic work environment, demonstrating strong cultural sensitivity and a commitment to inclusion.