Executive Assistant

Job Title: Executive Assistant

Geography / Location: Jakarta, Indonesia (or remote) 

Company Information:

Daniel P. O’Reilly and Company (DPO&Co.) is a boutique strategy consulting firm that specializes in rapidly delivering value to our clients. We engage with Private Equity firms and traditional corporate clients on projects similar to those done at A.T Kearney, McKinsey, Bain, BCG, Strategy&, etc. Additionally, our BPO (Business Process Outsourcing) services are specifically targeted to mid-market clients to improve any inefficiency in the back-office functions by leveraging labor cost arbitrage and time zone difference. BPO performs several services, including Finance & Accounting, CRM, Supply Chain, Data Analytics, HR, Admin functions, and many more based on our clients’ specific needs. After several successful years and completing over 50 engagements, we have also entered the Principal Investing arena, closing our first deal on a Printed Circuit Board Manufacturing company in September 2020. The team spans globally with team members in Chicago, Puerto Rico, New Delhi, Colombia, Indonesia, and Philippines. Our BPO team has tripled since 2020 and we are looking for new team members who could elevate our team’s experience and skills to the next level!

Key Responsibilities:

Executive support and administration

• Prepare the VP's daily agenda and maintain a single follow-up tracker, highlighting priorities, outstanding actions and upcoming deadlines, and sending reminders so nothing is missed.
• Prepare the VP for meetings and draft or refine documents in line with company standards, making sure presentations and briefing materials are up to date and coordinating reviews and updates with the relevant team members.
• Manage document filing across SharePoint and OneDrive, keeping records for all company entities well organized and easy to find.
• Route NDA requests from vendors, partners, prospective clients and other stakeholders to the VP for review and signature.
• Support growth and business development by conducting initial research (such as potential expansion markets or setting up entities in new countries) and helping manage networking and partnership opportunities for the VP and the company.

Email, calendar and meetings

• Review the VP's inbox daily, flag priority items, and action or delegate as needed.
• Manage the VP's calendar across time zones, scheduling internal calls and business development meetings.
• Attend meetings when required, take notes, and capture next steps in the follow-up tracker.

Finance administration (in coordination with the finance team)

• Review reimbursements, subscriptions, and vendor and partner invoices (including from our Philippines and Colombia partners) for accuracy and budget compliance, resolve discrepancies, and follow up proactively on payment and payroll timelines.
• Prepare client invoices: generate final PDFs, draft cover emails, and check recipient, bank and date details before they are sent.
• Help keep accounts receivable reconciliation up to date.
• Manage tax deadlines for our Indonesian entities by monitoring tax office correspondence and coordinating payments with our external accounting partner.

Events and internal culture

• Help organize internal events with the VP, including team-building activities, coworking meetups and our annual company planning event, and prepare event materials such as business cards.
• Coordinate welcome packs for new joiners, including working with vendors and managing inventory.

HR and asset support

• Assist with asset administration, including Microsoft 365 licenses, laptops and other equipment, and coordinate with our IT vendor on procurement and license clean-up.
• Arrange gestures for significant employee occasions (birthdays, weddings, condolences) with management approval.

Nice to have

• Interest in building or improving scheduling and project-tracking tools.

Qualifications:

• At least 1 year of experience in an administrative, executive assistant, or coordination role.
• Confident with Microsoft 365, especially Outlook, Excel, PowerPoint, SharePoint and OneDrive.
• Strong attention to detail, particularly with numbers, invoices and documents.
• Able to handle confidential information (contracts, finance, HR matters) with discretion.
• Strong communication and English proficiency – able to communicate in a fully English environment
• Have good interpersonal skills.
• Available to join ASAP.

Basic Job Requirements:

• Conform to our values: honest with integrity, humble, respectful, and fair, committed, and has exceptional analytical skills
• Structured thinker: Capable of providing structure and order to what is often a vast amount of information; successful candidates do not lose sight of the high-level strategy and organize thoughts and activities in a logical manner
• Results-oriented: The successful candidate carefully examines the intended impact of action and understands that our firm’s activities must lead to actions, which in turn lead to measurable results for both our clients and our firm
• Team player: Thrives on engaging in discussion with colleagues to develop impactful solutions; reaches out proactively to others for input; works as a thought partner
• Detail-oriented: An individual who takes personal pride in being certain that all aspects of an assignment are completed correctly
• Excellent organizational, communication, and interpersonal skills; able to communicate confidently and professionally with C-Suite leaders, board members, and PE Owners
• Candidates must be able to produce results in a fast-paced, intellectually intense, client-oriented environment – will be judged on outputs, not inputs
• Strong communication to convey complex concepts in PowerPoint, emails, and verbally
• Strong Microsoft Excel skills to help other team members solve the problem

Interested candidates should submit a resume and cover letter to HR at HR@dpoandco.com

Please visit our website at www.dpoandco.com/bpo to learn more about us!