Executive Assistant to President, Food & Nutrition APACLocationKuala Lumpur, Malaysia (supporting executive based in Singapore)Role OverviewThe 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 ResponsibilitiesExecutive 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
