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. Brenntag TA Team
