Executive Assistant EAP

Doka is a world leader in providing innovative formwork, solutions and services in all areas of construction. The company is also a global supplier of well-thought-out scaffolding solutions for a varied spectrum of applications. With more than 180 sales and logistics facilities in over 60 countries, Doka has a high-performing distribution network for advice, customer service and technical support on the spot and ensures that equipment is swiftly provided – no matter how big and complex the project. Doka employs 9,000 people worldwide and is a company of the Umdasch Group, which has stood for reliability, experience and trustworthiness for more than 150 years.

As a customer-focused organization, Doka understands that its greatest assets are its employees, which is why Doka is consistently looking for talented professionals who are keen to develop their career in this challenging industry.

Headquartered in Malaysia and Singapore, the Doka Asia Pacific (APAC) region team serves as the central hub for critical functions including sales, marketing, finance, operations, engineering, HR, product management, and procurement. Established to provide a versatile network of products, systems, and expertise, Doka APAC oversees some of the world's fastest-growing economies, which positions Doka as an ideal partner for diverse projects, from major infrastructure developments like metro systems, bridges, and tunnels to cost-efficient housing projects.

Doka now combines its strengths with Malaysian-based MFE Formwork Technology, market leader in monolithic aluminum formwork. With this acquisition, Doka has achieved another significant milestone in its strategic growth plan and thus strengthened its position in the Asia-Pacific region, an important growth market for the group.

Job Description

Doka EAP is currently looking for an Executive Assistant EAP with extensive experience in executive support and office management, who will serve as the key liaison for the Regional Director EAP and ensure the seamless coordination of daily operations.

If you are passionate about your work, have an inner drive to succeed, and a desire to learn and grow from your experience, this could be the perfect next challenge for you.

Reporting directly to the Regional Director EAP, this position seeks a highly organized and proactive individual with a strong background in executive support and office management. The ideal candidate will demonstrate exceptional communication and problem-solving skills. This position is based in Kuala Lumpur, Malaysia.

You will be responsible for:

• Managing professional and personal scheduling for the Regional Director EAP, including diary management, scheduling meetings, and calls
• Ensuring all necessary pre-meeting preparations are in place, including liaising with key personnel
• Acting as a gatekeeper by managing time effectively, prioritizing tasks, and resolving scheduling conflicts
• Filtering emails, drafting, and responding to correspondence on behalf of the Regional Director EAP, and prioritizing urgent matters
• Handling internal and external communications professionally, ensuring timely follow-ups
• Managing, coordinating, and arranging travel plans, including hotel bookings, transportation, visa coordination, and travel-related logistics
• Proactively anticipating travel challenges and ensuring contingency plans are in place
• Compiling, preparing, and processing expenses, as well as credit card reconciliation where needed
• Reviewing incoming requests and prioritizing them based on urgency and importance
• Providing critical insights and recommendations to help the Regional Director make informed decisions
• Anticipating needs and ensuring all relevant information is prepared in advance
• Creating, editing, and formatting reports, Excel spreadsheets, and PowerPoint presentations
• Assisting with data analysis, dashboards, and other business reports as required
• Preparing briefing notes and background materials for meetings
• Maintaining and organizing filing systems and internal databases
• Overseeing office administration, including managing external contractors for pantry supplies, stationery, landlord communication, travel agents, courier services, and cleaning services
• Serving as the first point of contact for visitors/guests to the office, ensuring a professional and welcoming experience
• Planning and coordinating team meetings, offsite events, and leadership engagements
• Preparing agendas, recording minutes, and following up on action items
• Ensuring follow-ups on commitments and actions from leadership discussions
• Identifying opportunities to streamline administrative processes and implement best practices in scheduling, reporting, and document management
• Keeping up with new technology to optimize digital tools for better productivity
• Ensuring compliance with company policies and procedures, particularly in financial processes and sensitive communication
• Maintaining strict confidentiality and discretion with all sensitive information
• Acting as a trusted advisor and right-hand support to the Regional Director EAP
• Providing general administrative support to the wider regional team
• Handling additional responsibilities based on business needs

Qualifications

• Bachelor’s Degree in Administration, Business, or an equivalent education
• Minimum of five years of experience as an Executive Assistant supporting senior-level management
• Advanced level in all MS Office applications, especially Excel and PowerPoint, is crucial for this role
• Excellent command of the English language
• Exceptional communication skills, with a professional, supportive, and proactive attitude
• Quick learner with the ability to think outside the box and find solutions
• Reliable, confident team player with strong self-motivation and a keen ability to offer suggestions and solutions
• Strong sense of confidentiality and diplomacy