Executive Assistant

Title: Executive Assistant

Location- Kuala Lumpur, Malaysia (Affiliated with Southeast Asia, Singapore office)

About The Bridgespan Group

Launched in 2000, The Bridgespan Group is a leading philanthropy and nonprofit advisory organization serving ambitious nonprofit leaders, philanthropists, and impact investors. We have six offices globally: in Boston, Johannesburg, Mumbai, New York, San Francisco, and Singapore. Globally, we work with philanthropies such as the Bill & Melinda Gates Foundation, Ford Foundation; impact investors such as TPG's Rise Fund; bold, collaborative initiatives such as TED's Audacious project, and Co-Impact; and social change organizations such as BRAC and Noora Health.

Like our clients, we are passionate about breaking cycles of poverty, ensuring core human and civil rights, and protecting our planet. We value diversity, passion, respect, candor, and most of all having social and environmental impact and working towards societies characterized by equity and justice. We have an extraordinary, world-class team of 400+ employees with varied backgrounds and experiences that enables us to both consult on the ground and develop insights across projects and fields.

If you want to work with the market leader that bridges the world of game-changing philanthropists, social change leaders, and impact investors, then Bridgespan is the place for you.

About Bridgespan Southeast Asia

Bridgespan Southeast Asia is our newest office globally. Since our office opened in 2021, we have completed advisory projects on a range of issues including education, climate, health, and many others and published several knowledge reports and articles. Our clients include prominent international and regional foundations doing work throughout Asia and beyond, such as the Tanoto Foundation, the Bill & Melinda Gates Foundation, and other large private family offices and trusts; impact investment funds such as the Temasek-funded ABC Impact; nonprofits such as Tenure Facility, the Asia Pacific Resource & Research Centre for Women (ARROW); and ecosystem actors such as the Asia Venture Philanthropy Network (AVPN). Project examples include:

• Developing strategies and monitoring, learning and evaluation frameworks for a state-linked, corporate foundation
• Developing early childhood education and development and an education strategy for a family foundation
• Supporting sourcing and due diligence for a philanthropic collaborative
• Strengthening operating model for regional foundations that are experiencing rapid growth
• Supporting impact diligence and portfolio company success for impact funds
• Developing cross cutting sectoral knowledge reports, such as Promoting Equitable and Inclusive Green Job Growth in Southeast Asia, and The Philanthropic Potential of Asia's Rising Wealth, and it's companion article, How Asian Philanthropists Work With Governments: A View from the Field

Position Summary

The Executive Assistant will perform diverse administrative and support functions for members of The Bridgespan Group's management team in Southeast Asia in support of its work with clients and internal teams. Responsibilities include calendar management, scheduling internal and external meetings, arranging travel, coordinating logistics and technology for meetings, preparing expense reports, proofreading materials, and other related duties as and when required.

The Executive Assistant is an integral member of the global Bridgespan administrative team, and collaborates with other executive assistants and administrative teams globally (e.g., in Mumbai, India) to provide the best support and coverage possible for The Bridgespan Group's leadership team.

For this position, there will also be collaboration and interface opportunities for the candidate with the administrative and technology teams at Bain & Company in Singapore and Malaysia, in whose offices The Bridgespan Group is currently co-located at. As a result, this is an exciting opportunity for candidates to be a part of a high-functioning administrative team while gaining a comprehensive understanding of the impact sector. This opportunity also offers exposure to entrepreneurial business building and communication, as The Bridgespan Group is in a phase of rapid growth.

Responsibilities

Communications

• Act as representative and extension of your partner(s) and manager(s) in communication to clients and internal colleagues
• Call and email clients directly on behalf of partners and managers to schedule meetings
• Draft and proofread letters, memos, documents, presentations, and reports as requested
• Track correspondence and contact with key client relationships in client relationship management system
• Help to coordinate and track communication with existing and potential clients around TBG publications and social sector research in the TBG CRM system

Calendar Management

• Schedule meetings with internal and external stakeholders
• Proactively resolve conflicts and prioritize commitment
• Help managers and partners prioritize and process new demands on their time
• Arrange conference rooms, catering, presentation materials, and technology as needed for meetings

Travel

• Coordinate domestic and international travel arrangements including air, train, hotel, and ground transportation reservations
• Adjust reservations and any affected meetings as necessary
• Provide partners and managers with important phone numbers and reservation information in case problems arise after-hour
• Provide logistic support to team of individuals that is traveling (e.g., provide maps between locations, make group dinner reservations, etc.)
• Compile itineraries
• Where needed, help with procurement of visas and identifying other necessary pre-travel prep (e.g., vaccinations)

Other responsibilities

• Compile and submit monthly time and expense reports for partners and managers
• Work with staff, venues, and vendors to coordinate complex meetings, convenings, team retreats, and social events
• Collaborate with other EAs and provide back-up support
• Assist internal teams with tracking correspondence and data
• Perform research and marketing support related tasks as needed
• Collaborate with other administrative functions in Bain & Company in Singapore and Malaysia which provide administrative support to Bridgespan (e.g., IT, visas)
• Provide ongoing support to the team across several office functions (e.g. recruitment support)

Qualifications

• Bachelor's Degree is preferred
• 7-8 years of experience providing direct administrative or program support to organizations and senior executives organizations
• Experience providing support in a professional services or strategy consulting firm is preferred.
• Comprehensive knowledge of relevant applications such as Microsoft Outlook, Word, Excel, and PowerPoint, Zoom, Google suite and ability to learn new technology quickly, is required
• Outstanding written and verbal communication skills are required
• Must be able to work both independently and as an integral member of various teams
• Strong organizational skills and attention to detail
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Interest in and enthusiasm for the nonprofit sector and the administrative field
• Commitment to strong performance, high standard of accountability, and openness to feedback
• Must be comfortable working in a fast-paced environment and calm under pressure
• Must have an articulate, diplomatic, professional and highly responsive communication style
• Must have a solution-oriented approach to conflicts
• Must be highly adaptive to management styles and changing needs, reprioritizing tasks and projects as needed

At Bridgespan, we are committed to diversity, equity, and inclusion because we are passionate about helping our clients achieve breakthrough results. An organization that reflects the diversity of our clients and their beneficiaries will produce deeper relationships, engagement, and insights. Bridgespan is committed to providing equal opportunities. We serve diverse organizations and are committed to non- discrimination.

Bridgespan will not discriminate against any employee with respect to any term or condition of employment, including but not limited to less favorable treatment, exclusion from employment or employment opportunities (including hiring, assignment, performance assessment and promotion) on the basis of race, color, religion, national origin, citizenship, ancestry, gender (including pregnancy), gender identity, age, disability, marital status, sexual orientation, expression, veteran's status or other protected characteristics or status. We actively partner with organizations representing minority concerns and interests to build high-performing teams that mirror the communities we serve.

All company sponsored programs including training, job, social and recreational activities are required to be nondiscriminatory and all human resource practices are monitored to ensure equal opportunity. Unfortunately, due to tightening labor regulations in Malaysia, we will not be able to sponsor employment visas for candidates for this role. As such, we will only be considering candidates who have the right to work in Malaysia.