Executive Office & General Affairs Coordinator

Unilever; Tangerang; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading multinational company in Tangerang is seeking an experienced Executive Support Manager to provide high-level administrative support and ensure efficient office operations. The ideal candidate has at least 5 years of experience in executive support and knows how to manage vendors effectively. This position emphasizes organizational skills, problem-solving abilities, and strong communication skills in both English and Bahasa Indonesia.

Qualifications

• Bachelor's degree in business administration, Management, or a related field.
• Minimum 5 years of experience in executive support, office administration, or general affairs.
• Experience managing vendors, facilities, or office operations is highly desirable.

Responsibilities

• Provide comprehensive administrative support to the Leadership Team.
• Oversee daily operations to ensure a professional work environment.
• Manage shuttle services for employees and executives.
• Oversee canteen operations and meal programs.
• Liaise with and manage contracts for external vendors.
• Monitor and optimize office and administrative budgets.

Job description

JOB PURPOSE:

The purpose of this role is to provide high-level executive support while ensuring the effective management of office and factory operations. Acting as a strategic partner to leadership, this position oversees administrative functions, coordinates executive priorities, and fosters operational excellence across the organization. The role ensures the executive office runs smoothly, enabling senior leaders to focus on strategic decision-making, while maintaining a professional and efficient work environment that reflects the organization’s values and standards.

KEY RESPONSIBILITIES:

• Executive Support – Provide comprehensive administrative and organizational support to the Leadership Team, including calendar management, meeting coordination, travel arrangements, correspondence, and preparation of reports/presentations.
• Office, Factory & Workplace Management – Oversee daily operations to ensure a professional, safe, and efficient work environment, including facilities upkeep, cleaning services, and office supplies management.
• Transportation & Logistics – Manage shuttle and transportation services for employees and executives, ensuring reliability, safety, and cost efficiency.
• Canteen & Meal Services – Oversee canteen operations and meal programs to maintain quality, hygiene, and timely delivery of services to employees.
• Vendor & Service Provider Management – Liaise with and manage contracts for external vendors (e.g., cleaning, catering, transport, uniform), ensuring service quality and compliance with company standards.
• Budget & Resource Oversight – Monitor and optimize office and administrative budgets, ensuring cost-effective allocation of resources.

QUALIFICATIONS :

• Bachelor's degree in business administration, Management, or a related field.
• Minimum 5 years of experience in executive support, office administration, or general affairs, preferably in a multinational or manufacturing environment.
• Experience managing vendors, facilities, or office operations is highly desirable.

WHAT YOU NEED TO SUCCEED:

• Executive Support: Strong organizational and multitasking skills; able to manage complex calendars, travel, and confidential correspondence for senior leaders.
• Office Management: Knowledge of office operations, facilities management, and workplace safety standards.
• Vendor Management: Experience in sourcing, negotiating, and managing contracts with external service providers (e.g., cleaning, catering, transportation).
• Budgeting: Ability to monitor and optimize budgets, ensuring cost-effective use of resources.
• Communication: Excellent verbal and written communication skills in English and Bahasa Indonesia.
• Problem-Solving: Proactive, resourceful, and able to resolve issues independently.
• Attention to Detail: High level of accuracy and professionalism in all tasks.
• Tech Savvy: Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with office management software is a plus.

LEADERSHIP:

The Ice Cream Way

We are looking for bold, driven individuals who thrive in a fast-paced, dynamic environment and share our approach to growth, collaboration, and innovation. Here’s what defines success in our organization:

• Focus on Growth – Embracing new challenges, seeking opportunities to innovate, and continuously looking for ways to expand and improve. Whether it’s scaling markets, evolving roles, or leading teams, we value those who see possibilities and take initiative.
• Speed & Simplicity – Working efficiently, adapting quickly, and simplifying processes by leveraging technology to drive better outcomes. With ethical decision-making as the backbone to this, we drive agility and stay focused.
• Winning with Fun – Collaborating, integrating seamlessly with a founder/owner mindset, keeping what’s best for the company at the heart of all that is done. We build diverse, inclusive, and winning teams that drive our business.
• Bold Innovations – Experimenting with fresh ideas and innovative thinking that shape our industry, through product development, process improvements, and customer experiences. Being obsessed with the consumer, we embrace change to drive growth.
• Care & Challenge – Fostering an open, transparent environment where team members can grow, share feedback openly, holding themselves and each other to high standards while maintaining a strong sense of support and camaraderie.
• Expertise in our category – A deep understanding of our industry, customers, and market trends enabling us to stay ahead and turn challenges into opportunities. Curiosity, insight, and a willingness to learn and lead enables us to remain market makers.

If these qualities resonate with you, we’d love to connect and explore how you can be part of our team.

ADDITIONAL INFORMATION

As publicly announced, it is envisaged that Unilever will internally separate its Ice Cream business by July 2025, at which point this role will transfer to the new Ice Cream company. It is expected that the Ice Cream business will then separate from Unilever by the end of 2025. Any impact on terms and conditions of employment will be communicated in due course. This proposal is subject to consultation where legally required.

Unilever embraces diversity and encourages applicants from all walks of life. This means giving full and fair consideration to all applicants and continuing development of all employees regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity.

Unilever is an organisation committed to equity, inclusion and diversity to drive our business results and create a better future, every day, for our diverse employees, global consumers, partners, and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. At Unilever we are interested in every individual bringing their ‘Whole Self’ to work and this includes you. Thus if you require any support or access requirements, we encourage you to advise us at the time of your application so that we can support you through your recruitment journey.