Executive Assistant & Corporate Affairs Coordinator

Beca; Jakarta Pusat; On-site; IDR 180,000,000 - 300,000,000; Full time

Job summary

Beca is seeking an Executive Assistant to support the Country Manager in Jakarta with strong coordination across corporate affairs, licensing and mobility matters. The role requires managing confidential information and liaising with senior stakeholders and external advisers.

The successful candidate will handle calendar management, travel coordination and documentation, while tracking deadlines and ensuring timely follow-up with various teams in a fast-moving, international environment.

Qualifications

• 3-7 years of relevant experience in executive assistance, corporate administration or related field.
• Bachelor's degree in Law, Business Administration, Management or related discipline preferred.
• Strong written and spoken English and Bahasa Indonesia.

Responsibilities

• Provide high-quality day-to-day executive support to the Country Manager, including calendar management and meeting coordination.
• Coordinate corporate registrations, licenses, permits, renewals and compliance deadlines with relevant owners.
• Coordinate immigration and expatriate administration, including work permits and stay permits.
• Collaborate with Legal, Compliance, HR and other stakeholders to ensure smooth cross-functional execution.

Skills

Executive support

Stakeholder management

Confidential handling

Cross-functional coordination

Organizational skills

Education

Law or related degree

Business Administration

Management

Tools

Microsoft Office

Job description

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. 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. 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. 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. 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.

Hello! And welcome to a whole new world of possibilities with Beca. We hope you're as keen as we are to find out more about each other. We look forward to seeing your application. The Talent Acquisition Team Make everyday better Creative people together transforming our world' is our vision. It reflects our culture, our aspirations and our purpose - to make everyday better. But we need problem solvers - the makers, the creators, the planners and practitioners to convert ideas into reality. For over 100 years, we've been making a visible difference, developing, and delivering solutions for our clients, our people and our community. Focusing on sustainability, innovation, and digital technologies, to create better and safer outcomes. What makes us different? At Beca, our people are our business. We support curiosity and value great ideas, and are passionate about creating a workplace where people are engaged, feel incredible and can belong. Our employee-ownership model sets us apart. It's an opportunity for our people to be invested in the future success of our business, with share ownership available for eligible employees. We also offer a range of employee benefits, designed to reward and recognise the amazing things our people are doing everyday. And our values of partnership, tenacity, enjoyment and care are reflected in the way we work, with our people and with our clients. When you are part of our Beca family, you'll own your own career path and contribute to a legacy. Join us and discover for yourself how you own your career and can make an everyday better.