Executive Assistant & Corporate Affairs Coordinator at Beca · Jakarta

Executive Assistant & Corporate Affairs Coordinator

Location: Jakarta, Indonesia · Office Based

About the Role

We are looking for a highly organized and proactive Executive Assistant to the Country Manager who will also coordinate selected corporate affairs, compliance, licensing and mobility matters for our Indonesia business.

This is a broad coordination role suited to someone who enjoys working across functions, can manage confidential information, follows through on commitments and is comfortable dealing with senior stakeholders, external advisers and government-related processes. The role does not require a practicing legal background; strong coordination skills and the ability to identify matters that require escalation to Legal & Compliance are more important.,

Key Responsibilities

1. Executive Support to the Country Manager

• Provide high-quality day-to-day executive support to the Country Manager, including calendar management, meeting coordination and preparation of materials.

• Coordinate internal and external meetings, agendas, minutes, follow-up actions and deadlines.

• Prepare correspondence, presentations, reports, briefing notes and other business documents as required.

• Track and follow up on key actions across functions to ensure commitments are completed on time.

• Handle confidential, sensitive and commercially important information with a high level of discretion.

• Coordinate travel, visitors and selected executive logistics in partnership with the Office Manager and relevant teams.

2. Corporate Affairs, Compliance & Licensing Coordination

• Maintain an up-to-date tracker of corporate registrations, licenses, permits, renewals and key compliance deadlines.

• Coordinate documentation and submissions relating to corporate licenses, business permits and OSS processes, working with the relevant business owner and Legal & Compliance team.

• Coordinate with external notaries and advisers on corporate documentation and company changes, including preparation and follow-up of required documents.

• Support corporate governance administration, including coordination of board/shareholder resolutions, meeting records and related documentation where required.

• Monitor regulatory and administrative requirements and flag potential issues, delays or upcoming deadlines to the appropriate stakeholder.

• Maintain organized electronic records of corporate, licensing and compliance documentation.

3. Expatriate Mobility & Immigration Coordination

• Coordinate immigration and expatriate administration, including work permits, visas, stay permits and related documentation.

• Coordinate RPTKA, notification and other relevant expatriate employment documentation with internal teams and external advisers.

• Track expiry dates and ensure timely renewal, extension and de-registration processes.

• Coordinate with HR, Mobility, external immigration providers and relevant authorities as required.

4. Cross-functional Coordination

• Work closely with Legal & Compliance on matters requiring legal interpretation, review or escalation.

• Work with the Director responsible for business licensing and permits to support execution and administration of licensing activities.

• Work closely with the Office Manager on travel, mobility, general administration and office-related matters where responsibilities overlap.

• Coordinate with Finance, HR, regional teams and other stakeholders to ensure smooth completion of corporate and administrative processes.

About You

• 3–7 years of relevant professional experience in executive assistance, corporate administration, compliance, corporate secretarial work, licensing, mobility/immigration or a related field.

• Experience supporting a senior executive, Country Manager, Managing Director or equivalent leadership role is strongly preferred.

• Experience in a multinational company, professional services firm, engineering/consulting business or similarly structured organization is an advantage.

• Bachelor's degree in Law, Business Administration, Management or a related discipline preferred.

• Good understanding of Indonesian corporate administration, licensing or regulatory processes; hands-on OSS, immigration or permit experience is an advantage.

• Strong written and spoken English and Bahasa Indonesia.

• Excellent organizational skills, attention to detail and ability to manage multiple priorities and deadlines.

• Strong communication and stakeholder-management skills, with confidence dealing with senior executives and external parties.

• High level of discretion, integrity and professionalism when handling confidential information.

• Strong Microsoft Office skills, particularly Outlook, Word and PowerPoint; comfortable maintaining trackers and document repositories.

• A practical, proactive and solutions-oriented mindset with the ability to work independently.

What We Are Looking For

The successful candidate will be a strong coordinator rather than a specialist lawyer. You should be comfortable taking ownership of a process from start to finish, keeping stakeholders aligned, identifying what needs attention and escalating matters appropriately.

• You are highly organised and dependable.

• You naturally follow up and close actions rather than waiting to be reminded.

• You are comfortable working across different functions and levels of seniority.

• You can distinguish between an issue you can resolve yourself and one that should be escalated to Legal, Compliance, HR or a business owner.

• You are comfortable operating in a professional, international and fast-moving environment.

Why Join Us

• Work directly with the Country Manager and have broad exposure to the Indonesia business.

• Play a key role connecting executive support, corporate affairs and business operations.

• Work closely with senior leaders and regional teams in an international professional services environment.

• Opportunity to develop broad experience across executive management, corporate governance, compliance and business administration.