Executive Assistant / Coordinator — Delegation Support (Jakarta)

Huang He Consultancy is delivering a high-level Dubai Customs delegation's learning journey to Jakarta/Cikarang, Indonesia (19–20 October 2026, part of a wider Indonesia + Thailand programme). This role is Huang He's on-the-ground point of contact in Jakarta — part executive assistant, part delegation host — handling hospitality, vendor coordination, and administrative support before and during the visit.

Engagement structure Remote (now – 18 October 2026): Preparation and coordination — venue scouting, hotel/VIP check-in coordination, transport and airport-reception arrangements, gifts, and printed materials. On-site (19 – 21 October 2026, 3 days): Physically present in Jakarta — real-time delegation support through the programme and assisting the delegation's departure to Bangkok on the 21st.

Responsibilities Scout and confirm halal-certified or Muslim-friendly dining venues (private rooms) for hosted meals on 19–20 October Assist with hotel booking coordination and VIP check-in arrangements in Jakarta Coordinate dedicated ground transport (3 vehicles with drivers) for airport transfers and all site visits, incl. the Cikarang transfer (~1.5–2 hrs each way) Support VIP airport-reception arrangements at Soekarno-Hatta International Airport (name list, passport/flight details submission, vehicle plate numbers) Support VIP airport-departure arrangements at Soekarno-Hatta International Airport on 21 October, ahead of the delegation's transfer to Bangkok Assist with preparing token gifts for host organisations Local point of contact for printed-materials logistics (briefing dossier, delegate handbook) On the ground 19–21 October: real-time issue resolution, run-sheet support, and liaison with venues/drivers/interpreter Report progress and flag issues to us throughout the retainer period

Requirements Based near Central or South Jakarta, within easy reach of the delegation's hotel — you'll join the convoy each morning from the hotel lobby for all meetings and site visits, including Cikarang; no separate travel arrangement needed Fluent in Bahasa Indonesia and working proficiency in English Background in events, hospitality/MICE, guest or VIP services, or executive assistance preferred — not a freight, warehouse, or supply-chain logistics background Comfortable working with government-adjacent protocol and VIP arrangements Reliable, discreet, responsive — this is a confidential, senior-delegation engagement

Compensation SGD 250/month retainer for the engagement period (confirmed) No hotel accommodation or daily allowance — this role is based locally near the hotel, with no overnight travel required NDA to be signed before onboarding

Skills: Communication, Vendor Management, English-Indonesian Translation, English Language, Administrative Logistics, Event Management, Offline Event Operation, Event Planning, On-Site Management, Project Coordination, Event Operation, Online Event Operation, International Conference and Exhibition