Doka is a world leader in providing innovative formwork, solutions and services in all areas of construction. The company is also a global supplier of well-thought-out scaffolding solutions for a varied spectrum of applications. With more than 180 sales and logistics facilities in over 60 countries, Doka has a high-performing distribution network for advice, customer service and technical support on the spot and ensures that equipment is swiftly provided – no matter how big and complex the project. Doka employs 9,000 people worldwide and is a company of the Umdasch Group, which has stood for reliability, experience and trustworthiness for more than 150 years.
As a customer-focused organization, Doka understands that its greatest assets are its employees, which is why Doka is consistently looking for talented professionals who are keen to develop their career in this challenging industry.
Headquartered in Malaysia and Singapore, the Doka Asia Pacific (APAC) region team serves as the central hub for critical functions including sales, marketing, finance, operations, engineering, HR, product management, and procurement. Established to provide a versatile network of products, systems, and expertise, Doka APAC oversees some of the world's fastest-growing economies, which positions Doka as an ideal partner for diverse projects, from major infrastructure developments like metro systems, bridges, and tunnels to cost-efficient housing projects.
Doka now combines its strengths with Malaysian-based MFE Formwork Technology, market leader in monolithic aluminum formwork. With this acquisition, Doka has achieved another significant milestone in its strategic growth plan and thus strengthened its position in the Asia-Pacific region, an important growth market for the group.
Job Description
Doka EAP is currently looking for an Executive Assistant EAP with extensive experience in executive support and office management, who will serve as the key liaison for the Regional Director EAP and ensure the seamless coordination of daily operations.
If you are passionate about your work, have an inner drive to succeed, and a desire to learn and grow from your experience, this could be the perfect next challenge for you.
Reporting directly to the Regional Director EAP, this position seeks a highly organized and proactive individual with a strong background in executive support and office management. The ideal candidate will demonstrate exceptional communication and problem-solving skills. This position is based in Kuala Lumpur, Malaysia.
You will be responsible for:
Managing professional and personal scheduling for the Regional Director EAP, including diary management, scheduling meetings, and calls
Ensuring all necessary pre-meeting preparations are in place, including liaising with key personnel
Acting as a gatekeeper by managing time effectively, prioritizing tasks, and resolving scheduling conflicts
Filtering emails, drafting, and responding to correspondence on behalf of the Regional Director EAP, and prioritizing urgent matters
Handling internal and external communications professionally, ensuring timely follow-ups
Managing, coordinating, and arranging travel plans, including hotel bookings, transportation, visa coordination, and travel-related logistics
Proactively anticipating travel challenges and ensuring contingency plans are in place
Compiling, preparing, and processing expenses, as well as credit card reconciliation where needed
Reviewing incoming requests and prioritizing them based on urgency and importance
Providing critical insights and recommendations to help the Regional Director make informed decisions
Anticipating needs and ensuring all relevant information is prepared in advance
Creating, editing, and formatting reports, Excel spreadsheets, and PowerPoint presentations
Assisting with data analysis, dashboards, and other business reports as required
Preparing briefing notes and background materials for meetings
Maintaining and organizing filing systems and internal databases
Overseeing office administration, including managing external contractors for pantry supplies, stationery, landlord communication, travel agents, courier services, and cleaning services
Serving as the first point of contact for visitors/guests to the office, ensuring a professional and welcoming experience
Planning and coordinating team meetings, offsite events, and leadership engagements
Preparing agendas, recording minutes, and following up on action items
Ensuring follow-ups on commitments and actions from leadership discussions
Identifying opportunities to streamline administrative processes and implement best practices in scheduling, reporting, and document management
Keeping up with new technology to optimize digital tools for better productivity
Ensuring compliance with company policies and procedures, particularly in financial processes and sensitive communication
Maintaining strict confidentiality and discretion with all sensitive information
Acting as a trusted advisor and right-hand support to the Regional Director EAP
Providing general administrative support to the wider regional team
Handling additional responsibilities based on business needs
Qualifications
Bachelor’s Degree in Administration, Business, or an equivalent education
Minimum of five years of experience as an Executive Assistant supporting senior-level management
Advanced level in all MS Office applications, especially Excel and PowerPoint, is crucial for this role
Excellent command of the English language
Exceptional communication skills, with a professional, supportive, and proactive attitude
Quick learner with the ability to think outside the box and find solutions
Reliable, confident team player with strong self-motivation and a keen ability to offer suggestions and solutions
Executive Assistant EAP