ABOUT KOALISI EKONOMI MEMBUMI (KEM)
Koalisi Ekonomi Membumi (KEM) is a collective movement aimed at accelerating the growth of a sustainable investment ecosystem rooted in Indonesia’s local wisdom. Through multi-sectoral, multinational, and multi-stakeholder collaboration, KEM seeks to drive transformative change that ensures the well-being of communities while safeguarding forests, peatlands, and other vital ecosystems across its supply chains.
With 29 active member organizations, KEM brings together stakeholders around a shared sustainability vision: enabling 100 jurisdictions to adopt sustainability-oriented policies, supporting 100+ businesses to operate within sustainable value chains, and unlocking USD 200 million in transactions, investments, or financing for sustainable enterprises.
As KEM continues to grow as a collaborative platform connecting jurisdictions, businesses, and ecosystem partners, strong leadership coordination and governance processes are essential to ensure effective decision-making, institutional alignment, and seamless collaboration across the coalition.
PURPOSE OF THE ROLE
The Executive Assistant plays a central role in supporting the coordination and operational rhythm of KEM’s leadership functions. Working closely with the Executive Director and Board, this role ensures that leadership discussions are well-documented, key decisions are translated into clear and actionable follow-ups, and coordination across the management team, secretariat, and partners remains effective and aligned.
Beyond executive support, this role actively contributes to project coordination and governance processes within KEM’s multi-stakeholder ecosystem. This includes supporting the preparation of executive-level meetings, leadership engagements, and coalition events, as well as maintaining structured documentation and institutional records that enable informed decision-making and organizational learning.
This is not a conventional administrative Executive Assistant role. We are looking for someone who is highly organized, digitally adept, and comfortable working across senior leaders, partners, and internal teams.
The ideal candidate brings strong experience in project coordination, stakeholder management, and governance support, and is able to act as a reliable execution partner to leadership, helping translate priorities and decisions into coordinated actions across the coalition.
RESPONSIBILITIES
Leadership Decision & Documentation Management
- Prepare and document leadership and board meetings, including meeting minutes and action points.
- Ensure key decisions are translated into clear follow-up actions with defined timelines and responsible persons.
- Monitor implementation progress of leadership decisions and coordinate follow-ups with relevant teams.
- Maintain confidentiality and governance integrity in leadership documentation.
Executive Operational Rhythm Coordination
- Serve as the first point of contact for external partners seeking engagement with management.
- Support the Executive Director in managing the leadership team’s weekly and monthly operational rhythm, including scheduling, agenda-setting, and meeting coordination.
- Coordinate the preparation and logistics of executive-level meetings, workshops, and coalition events, including agendas, pre-reads, briefing materials, scheduling, invitations, venue arrangements, and partner liaison.
- Maintain internal trackers and dashboards to provide visibility on leadership priorities, progress, and key engagements such as speaking invitations, media appearances, and strategic events.
- Facilitate coordination across teams and proactively address operational bottlenecks.
Knowledge & Information Management
- Develop and maintain a structured repository of meeting notes, strategic documents, and coalition records.
- Consolidate key information for board updates, donor reports, and leadership briefings.
- Maintain institutional memory by documenting key milestones, strategic discussions, and coalition developments.
- Ensure version control and secure handling of sensitive documents.
- Assist in preparing event briefs, speaking notes, quotes, and draft content for public communications in coordination with the Communication Lead to ensure consistency with institutional messaging.
Governance & Compliance Support
- Support preparation of governance materials such as board papers and RUA documentation.
- Assist in compiling governance reports and compliance documentation in line with KEM’s Anggaran Rumah Tangga (ART).
- Support improvements in internal coordination systems, documentation practices, and secretariat processes.
- Assist the Executive Director in special projects related to governance, organizational development, or strategic initiatives.
QUALIFICATIONS
- 3–5 years of experience in project coordination, governance, or executive support roles.
- Strong coordination skills, with experience supporting senior leadership or working in multi-stakeholder environments preferred.
- Excellent writing skills, with the ability to synthesize information into clear and actionable insights.
- Strong stakeholder communication skills (Bahasa Indonesia & English), with the ability to collaborate across diverse teams with empathy and mutual respect.
- High attention to detail and ability to handle confidential information with discretion.
- Proficient in Google Workspace and managing trackers / shared documents.
- Proactive, organized, and comfortable working in fast-paced, evolving environments.
- Able to take initiative while maintaining alignment and collaboration with teams and leadership.
- Demonstrates a collaborative mindset, valuing different perspectives and contributing to a supportive and inclusive working environment.
- Tech-savvy and adaptable with digital tools.
TERM OF OFFER
- Position Type : Full time
- Contract Period : Grant-funded until 2026, with potential for extension.
- Reporting : This role will report to the Executive Director.
- Duty Station : Jakarta, Indonesia (hybrid), with travel necessary based on the needs.
- Benefit : Successful candidate will receive the following benefits:
- BPJamsostek / BPJS Ketenagakerjaan.
- Health insurance.
- Equipment (laptop and other necessary electronics).
APPLICATION
Please submit your CV (maximum 2 pages) and a cover letter outlining your relevant experience and motivation through the following link: https://forms.gle/ugqvTPgv5HmQ1H5U9. Applications must be submitted no later than 27 May 2026.
Applications will be reviewed on a rolling basis, and early submissions are encouraged. Only shortlisted candidates will be contacted for the next stage of the selection process.
