Executive Assistant

About us

DKMS Asia is part of the international DKMS group, which is a charitable organisation dedicated to saving the lives of patients with blood cancer and blood disorders. DKMS Asia is a shared services provider that plays an important role in enabling stakeholders across the DKMS group to give as many blood cancer and blood disorder patients as possible a second chance at life.

Our Culture & Values

At DKMS Asia, we are united by a life-saving mission powered by being Open, Clear, Fair, Courageous, and Diverse. We foster a transparent environment where straightforward communication and equity drive every decision. By embracing diversity and acting with courage, we fuel the innovation and bold determination needed to create a global impact. Join us in a culture that values integrity and the bold determination to delete blood cancer

Position Summary

To work closely with her/his line manager and provide comprehensive administrative and organizational support by ensuring efficient operation of daily activities. The role involves managing schedules, coordinating meetings, handling communications, arranging travel, preparing reports, presentations, and supporting strategic initiatives by maintaining confidentiality and facilitating smooth communication across teams and stakeholders

Key Responsibilities

Executive Support

·        Manage & prioritize the daily calendar, appointments & meetings schedules of the Managing Director's.

·        Screen and manage incoming calls, emails, and correspondence.

·        Prepare meeting agendas, presentations, reports, and briefing materials.

·        Draft professional communications, like emails, and documents on behalf of the Managing Director.

Administrative & Operational Support

·        Maintain records, files, contracts, and important documents.

·        Manage expense reports, reimbursements, and budget tracking related to the MD's office.

·        Planning & arrange domestic and international travel in coordination with administration team for accommodations, transportation, logistics and meal arrangements.

·        Plan and coordinate corporate events, executive visits, and business meetings

Stakeholder Management

·        Act as the primary point of contact for the Managing Director's office.

·        Build and maintain effective relationships with internal and external stakeholders.

·        Coordinate with department heads to gather information and monitor progress on strategic initiatives.

Meeting & Communication Management

·        Organize internal and external meetings, board meetings, and leadership reviews.

·        Record meeting minutes and track action items.

·        Coordinate communication between the Managing Director and stakeholders, including clients, partners, and employees.

·        Follow up on key decisions and commitments.

Project Management Support

·        Track strategic projects and provide status updates to the Managing Director.

·        Assist in preparing business reviews, dashboards, and management reports.

·        Ensure timely follow-up with special project team on timely completion of the project.

Key Skills

·        Exceptional written, verbal, and interpersonal communication skills

·        Ability to maintain confidentiality of information related to the company and its employees

·        Strong attention to detail and problem-solving skills

·        Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or Google Workspace.

·        Strong time-management skills with ability to organize and coordinate multiple concurrent projects.

·        Experience with project management tools is a plus

Qualifications

·        Bachelor's degree and above

·        Experience supporting C-level executives in fast-paced or corporate environment

.0-2 years of experience required