Team Coordinator / Executive Assistant

This is a 6-month contract role under Optimum Solutions.

This role supports our client, a leading Southeast Asian superapp that offers a wide range of services, including mobility, food delivery, and digital payments.

Work Schedule: Monday - Friday, 10:00 AM - 7:00 PM. (inclusive of a 1-hour lunch break)

Key Responsibilities:

• Manage the Chief of Staff’s calendar and the team’s calendars, schedule meetings, resolve conflicts, and maintain visibility of upcoming commitments.

• Coordinate internal and external meetings, including agendas, meeting rooms, virtual links, attendee

communications, minutes, and follow-ups.

• Arrange domestic and international travel, including itineraries, bookings, visas, and travel-related

documentation.

• Prepare and submit expense claims, track reimbursable expenses, and follow up on invoice or payment matters.

• Draft and edit correspondence, reports, presentations, meeting materials, and other documents.

• Coordinate communication between the CEO’s office, department members, internal teams, and external

stakeholders.

• Maintain confidential records and support department operations, including onboarding, team events, data

collation, venue bookings, and other priority projects.

• Provide cross-support to the CEO’s Office on matters as required.

Qualifications:

• At least 2 to 3 years of experience as a team coordinator, executive assistant, personal assistant, operations

coordinator, or similar role.

• Strong calendar, meeting, travel, and expense coordination skills.

• Excellent organizational and time-management skills, with the ability to manage competing priorities.

• Strong written and verbal communication skills, with confidence engaging senior stakeholders.

• Ability to handle confidential information with discretion and sound judgment.

• Ability to work independently, handle ambiguity, and follow through on tasks with limited supervision.

• Proficiency in Microsoft Office or Google Workspace, together with a collaborative, service-oriented approach and the ability to manage changing priorities.

Good to Have

• Experience supporting an executive, leadership team, or fast-growing technology organization.

• Experience coordinating cross-functional projects or department-wide initiatives.

• Experience preparing presentations, reports, meeting packs, or leadership updates.

• Familiarity with travel, expense, procurement, or invoice-management processes.

• Experience working in an engineering, technology, research, or innovation environment.