Executive Coordinator

Job description

We are a leading chemical company, with the best teams developing intelligent solutions for our customers, and for a sustainable future. We connect and develop people with diverse talents all over the world. For you, this means a variety of ways to progress. Not only your performance but also your personality matter to us, regardless of gender, age, ethnicity, orientation, and background. At BASF, careers develop from opportunities . O bjectives of the Position The Executive Coordinator manages the Director’s calendar, meetings, follow-up actions, presentations and written communication. The role works with managers and teams across Asia Pacific and is expected to complete tasks independently, follow up consistently and handle sensitive information professionally. Main Deliverables Execute related Product Safety services deliverables, including chemical Manage the Director’s calendar and recurring meeting schedule across Asia Pacific in a practical and organised way. Plan ahead, identify scheduling conflicts and maintain visibility of key meetings, deadlines, travel and business activities. Prepare meeting agendas and minutes, track agreed actions and follow up with relevant stakeholders. Prepare professional PowerPoint presentations, emails, meeting packs and management updates. Coordinate clearly and professionally with managers, teams and support functions across different locations. Work independently, adapt to changing priorities and escalate matters that require the Director’s decision. Handle confidential and sensitive information with good judgement and discretion. Main Deliverables Calendar and Schedule Management Manage the Director’s calendar and meeting schedule across Asia Pacific time zones. Plan recurring one-to-one, management, division and stakeholder meetings. Prioritise meeting requests and resolve calendar conflicts. Arrange meeting rooms and virtual or hybrid meeting facilities. Maintain visibility of key meetings, travel, deadlines and business activities. Meeting Administration and Follow-Up Prepare meeting agendas and coordinate pre-read materials. Attend designated meetings and prepare concise, accurate minutes. Record decisions, action items, responsible owners and due dates. Maintain action trackers and follow up on outstanding items. Maintain organised and confidential meeting records. Stakeholder Coordination Coordinate communication and activities between the Director, leadership team and internal stakeholders. Support communication and follow-up across Asia Pacific teams. Handle confidential and sensitive information professionally. Escalate unclear, sensitive or overdue matters when required. Maintain effective working relationships across functions, locations and cultures. Presentation and Written Communication Prepare and update PowerPoint presentations, reports and management materials. Draft professional emails, announcements and meeting communications. Prepare briefing documents, meeting packs and management updates. Check the accuracy, quality and consistency of documents before circulation. Maintain organised document filing and version control. Initiative and Event Coordination Coordinate leadership meetings, workshops, team events and business activities. Support the planning and tracking of departmental initiatives. Monitor key deadlines, deliverables and dependencies. Coordinate materials, participants and logistics for business activities. Identify delays or risks and raise them for timely action. Job Requirements Diploma or Bachelor’s degree in Business Administration, Management, Communications, Office Administration, Secretarial Studies or a related field. Candidates with an equivalent professional qualification and strong relevant executive support experience may also be considered. Technical & Professional Knowledge Minimum five years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, Secretary or similar role. Experience supporting a Director, department head, regional leader or senior management team. Experience managing a busy calendar across countries or time zones. Experience preparing agendas, taking management meeting minutes and following up actions. Experience preparing professional PowerPoint presentations and business emails. Experience working with confidential or sensitive information. Experience in a multinational or matrix organisation is preferred. Advanced working knowledge of Microsoft Outlook, Teams, PowerPoint, Word and Excel. Clear written and spoken English. Good minute-taking, business writing and presentation-formatting skills. Good planning, prioritisation and follow-up discipline. Ability to work independently and manage several deadlines at the same time. Confidence to follow up with managers and senior stakeholders in a professional way. High attention to detail, confidentiality and accuracy. The BASF Service Hub Kuala Lumpur (BASF Asia-Pacific Service Centre Sdn Bhd) is strategically located in the capital city of Malaysia. Since its inception in 2005, the hub has expanded from 130 employees to over 1,300 employees currently and is expected to keep growing. As an ISO 9001:2005 certified organization, the Service Hub Kuala Lumpur is committed to delivering high quality expertise and services in finance, people, supply chain, EHSQ (environment, health, safety, quality), product safety and digital. We take pride in providing our business services to BASF companies and affiliates across 20 markets in the Asia Pacific region and beyond. Moreover, we offer our services in 8 different languages to cater to the diverse needs of our stakeholders. Our focus on competency and technology-driven solutions allows us to consistently deliver exceptional services, thereby contributing to the success of our businesses. BASF also has two other regional hubs located in Berlin, Germany, and Montevideo, Uruguay, which cover the European and American regions. BASF Service Hub Kuala Lumpur was recognized with nine prestigious awards in 2024, reflecting its commitment to creating a vibrant, inclusive, and empowering workplace. These awards include winning the title of Operational Excellence in HR at the GBS Asia Awards 2024, multiple accolades at the Life at Work Awards 2024, where the hub was recognized as First Runner-up for Workplace Excellence (International Organization) and CEO Champion (International Organization), as well as Second Runner-up for Best International Organization. The hub also won the title for Excellence in Learning Tech Advancement System and a Certificate of Excellence in Talent Management and Leadership at the HRD Awards 2024. Furthermore, the hub secured a Bronze Award for Excellence in Digital Transformation at the HR Excellence Awards 2024 and received a Bronze Award for Human Resources Impact and an Honorary Award for Creative Talent Management Impact at the SSON Impact Awards Asia 2024. At BASF, we create chemistry for a sustainable future. Our ambition: We want to be the preferred chemical company to enable our customers’ green transformation. We combine economic success with environmental protection and social responsibility. Around 112,000 employees in the BASF Group contribute to the success of our customers in nearly all sectors and almost every country in the world. Our portfolio comprises, as core businesses, the segments Chemicals, Materials, Industrial Solutions, and Nutrition & Care; our standalone businesses are bundled in the segments Surface Technologies and Agricultural Solutions. BASF generated sales of €65.3 billion in 2024. BASF shares are traded on the stock exchange in Frankfurt (BAS) and as American Depositary Receipts (BASFY) in the United States. Further information at .