Personal Executive Assistant

5 months ago

Jakarta, Indonesia BOEING Full time

At Boeing, we innovate and collaborate to make the world a better place. From the seabed to outer space, you can contribute to work that matters with a company where diversity, equity and inclusion are shared values. We’re committed to fostering an environment for every teammate that’s welcoming, respectful and inclusive, with great opportunity for professional growth. Find your future with us.

Boeing is looking for a Personal **Executive Assistant (EA) **to the** Country Managing Director (MD) of Boeing** in Indonesia based in **Jakarta**. The Personal EA reports directly to and supports the Managing Director. The Personal EA has complete responsibility for various administrative functions. The position is required to work with strict confidentiality, discretion, and limited supervision. The Personal EA will execute a broad range of administrative and facilitative responsibilities and have the skillset, sensitivities, acumen, demeanor, and composure to represent the office of the Managing Director.

**Position Responsibilities (include, but not limited to)**:
**Office of the Managing Director**
- Maximize the Executive’s work schedule by maintaining a dynamic business calendar for meetings, events, visits, and visitors in a multi-time-zones scenario.
- Manage internal meetings, including one on ones with staff and core team reviews. Keep the Managing Director updated on changes and or requests for meetings.
- Compose correspondence for and on behalf of the Managing Director and perform all related duties as required. Have the maturity to appreciate the level of contact and maintain the suitable style, content, and presentation.
- Complete responsibility for Executive office visitors. Business itineraries, external meetings, internal events, and social agenda with related logistics and communication.
- Prepare for, support, and maintain various meetings with related filing and paperwork requirements.
- Preparation of material for Managing Director’s office presentations, including collation of data, creation of slides, and execution at business meetings.
- Prepare a wide range of confidential reports, correspondence, memos, minutes, agendas, or other documents, and coordinate action that needs to be taken in relation to these.
- Control and manage itineraries for the Managing Director for business and personal travel. Ticketing, hotel, local transportation and meeting schedules.
- Preparation of expense accounts and business expenses of Managing Director and the extended team in a timely manner and ensure follow through with reimbursements and filing. Respond to audit questions through closure.
- Maintain an updated ‘Contacts’ file for the Managing Director; manage business card files and ensure timely mailing - both internal and external - on key events that warrant special communications.
- Provides assistance to collect, compile and maintain data/information on action items, matters requiring follow-up, and provide visibility of status to stakeholders.

**External/Internal Relationship Management**:

- Cultivate and maintain good working relationships with external offices, Private Secretaries, and Executive Assistants of senior industry leaders, Chambers of Commerce, US Embassy, organizations, and key ministries in the Government.
- Build and maintain a network with Personal EA’s of senior customers, industry, and Government stakeholders across the region.
- Effectively working with the Boeing team members by developing and using collaborative relationships to facilitate accomplishing work goals.

**Organization and Coordination**:

- Co-ordinate to keep the extended office team integrated through periodic leadership and all employee all-hands meetings.
- Support Boeing Global Engagement program.
- Support university engagement.
- Support employee engagement and team building activities.

**Basic Qualifications (Required Skills/Experience)**:

- Proficiency in English as a primary language for written and verbal communication.
- Proficiency in Bahasa Indonesia.
- Excellent inter-personal skills, transcending all levels.
- Excellent organizational skills, effective multi-tasking and ability to meet tight deadlines.
- Flexibility to ever changing schedules and requirements.
- Maintain extreme confidentiality under any situation and/or development.
- Managing the Managing Director’s office with appropriate social skills, presence and etiquette for senior visitors and customers.
- Superlative drafting skills, along with accompanying transcription abilities.
- Excellent computer skills and ability to manage Outlook, Excel and PowerPoint effectively.
- Prior experience of working / coordinating with senior Government officials and/or private sector executives.

**Typical Education & Experience**:
Education/experience typically acquired through basic education (e.g. High School diploma/GED) and typically 5 or more years' related work experience or an equivalent combination of education and exp

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