Executive Assistant

PT Map Zona Adiperkasa; Jakarta Utara; On-site; IDR 333.111.000 - 499.667.000; Full time

Job summary

A leading retail company in Indonesia is seeking an Executive Assistant. The role involves managing executive schedules, orchestrating business priorities, and vendor coordination. The ideal candidate has extensive experience supporting C-level executives in fast-paced settings, ensuring high-quality engagement with partners and effective communication. Key responsibilities include seamless coordination, preparation of meeting materials, and managing complex travel plans. Proficiency in Microsoft Office and strong interpersonal skills are essential for success in this position.

Qualifications

• Experience supporting C-level executives in high-intensity environments.
• Proven ability to manage dynamic schedules and confidential information.
• Strong proficiency in Microsoft Office (Word, PowerPoint, Excel).

Responsibilities

• Manage executive schedule and partner engagements.
• Coordinate seamless communication with team members.
• Prepare high-quality Minutes of Meeting (MoM) for communications.

Skills

Stakeholder coordination

Travel/visa processes

Meeting management

Microsoft Office

Interpersonal skills

Job description

We are seeking an Executive Assistant who can operate as a true strategic extension of the office. This role will manage and orchestrate the end‑to‑end execution of an executive schedule, business priorities, and partner coordination across MAP Tech. The EA will ensure structured, timely, and high‑quality engagement with Partners (such as principal, vendors, banks, leasing partners, and pay‑later providers), while partnering closely with other Executive Assistant to keep cross‑functional work synchronized.

The ideal candidate brings experiences of high‑performance experience supporting senior executives in fast‑paced environments and possesses strong mastery of stakeholder coordination, governance, travel/visa processes, meeting management, and confidential documentation.

Key Responsibilities

• Own complete end‑to‑end management of calendar, meetings, travel, preparation materials, follow‑ups, and priorities to ensure high‑impact execution.
• Anticipate needs ahead of time and structure the Executive Office workflow to avoid bottlenecks or delays.
• Coordinate seamlessly with other Executive Assistant to align schedules, commitments, and decision pathways across MAP Tech.
• Manage and coordinate all cadence, meetings, communications, and document preparation.
• Ensure the Executive is fully prepared with context, briefings, data, and partner insights before each engagement.
• Track partner follow‑ups, outstanding items, and deliverables, ensuring flawless execution and timely closure.
• Plan, coordinate, and execute all critical meetings, from weekly leadership sessions to partner negotiations and MAP board‑related interactions.
• Prepare, capture, and distribute high‑quality Minutes of Meeting (MoM) with disciplined follow‑through.
• Maintain structured governance rhythms across Commercial, Retail, Digital, Finance, Marketing, and Apple/Samsung partner teams.
• Manage complex domestic and international travel plans, including itineraries, accommodations, partner visits, and budget controls.
• Maintain structured filing systems to ensure easy access to agreements, historical partner documentation, and performance reports.
• Oversee confidentiality protocols and ensure data integrity in all communications.
• Manage administrative workflows, procurement, coordination with MAP Tech support functions, and office readiness.
• Liaise with vendors, internal teams, and support units to ensure efficient execution of operational tasks.
• Resolve issues quickly and maintain a stable operational environment for the Executive Office.
• Serve as the Executive’s representative when interfacing with internal teams, MAP leadership, and external partners.

Qualifications & Requirements

• Experiences of supporting C‑level executives or senior leadership in high‑intensity environments.
• Experience interfacing with top‑tier partners such as global brands, distributors, banks, or international organizations.
• Proven ability to manage heavy and dynamic schedules, confidential information, and competing priorities.
• Strong proficiency in Microsoft Office (Word, PowerPoint, Excel).
• Experience preparing executive decks, summaries, and structured documentation.
• Familiarity with travel logistics, vendor management, and operational finance (expenses, reimbursements, purchasing).
• High integrity, excellent judgment, and absolute confidentiality.
• Anticipatory and proactive—sees issues before they arise.
• Highly structured, disciplined, and process‑oriented.
• Strong interpersonal skills and relationship‑building capabilities.
• Ability to stay composed under pressure and navigate ambiguity with clarity.
• Professional fluency in Bahasa Indonesia and English.

Company Overview

In spite of many hurdles such as the crisis of 1998, natural calamities, local and international threats, MAP has fostered the business through the years, always creating opportunities. In a short span of time, our retail network and brand portfolio has expanded to over 150 brands covering many segments – from sports to fashion; department stores to trendy cafes. We currently trade on a footage of more than 660,000 sqm covered by over 1,800 stores in prime retail locations throughout more than 60 cities in Indonesia.

Incorporated in 1995, MAP achieved phenomenal growth over the years culminating in its IPO in November 2004. Today, MAP is the leading lifestyle retailer in Indonesia with over 1,800 retail stores and a diversified portfolio that includes sports, fashion, department stores, kids, food & beverage and lifestyle products. Some of our iconic brands include Starbucks, Zara, Marks & Spencer, SOGO, SEIBU, Debenhams, Oshkosh B’ Gosh, Reebok, among many others. Listed on the Indonesia Stock Exchange, with over 22,000 employees, MAP was voted Fortune Indonesia's Most Admired Companies (Top 20) in 2012 and Forbes Indonesia's Top 40 Companies in 2011. Apart from retailing, MAP is also a leading distributor for sports, kids and lifestyle brands – including Wilson, Speedo, Converse, Mizuno, Diadora, Honma, TaylorMade, Adams Golf, Hasbro, Barbie, Thomas & Friends, among many others.

Product & Services

As a leading retailer in Indonesia, MAP carries over 150 world‑class brands that cover many segments including:

• Sports: Reebok, Converse, Puma, Planet Sports, Sports Station, Sports Warehouse, The Athlete’s Foot, Rockport, Golf House, Airwalk, Babolat, Wilson, etc.