Executive Assistant & Office Manager - HydroNeo Indonesia (Surabaya) Reporting directly to the Group CEO

HydroNeo is an international smart aquaculture technology company and the market leader in Thailand. We are now establishing our Indonesian operations in Surabaya, with a growing local team of developers, marketing, and sales.

We are a young company. The product and the way we serve our customers come from a proven playbook in Thailand — but on the ground in Indonesia, much of the operational scaffolding still has to be built. There is no detailed handbook waiting for you. We need someone who is comfortable bringing order to a young, fast-moving environment: making judgment calls, building processes where none exist yet, and getting things done properly the first time.

We are hiring an Executive Assistant & Office Manager to work directly with the CEO. This person will run our Surabaya office day to day, handle all paperwork and administration with Indonesian authorities, banks, and external partners, and be the reliable pair of hands the CEO can trust completely — including when he is traveling or in another country.

If you are at your best when you can take a messy situation and turn it into something organized, on-time, and properly documented, this is a senior, high-trust, long-term role with broad exposure and real career stability. This is not a 9-to-5 role. As the CEO's direct support, you'll occasionally handle a message, a call, or a quick coordination matter outside office hours — not as routine overtime, but as part of being a trusted right hand. In return, you'll have genuine flexibility when you need it for personal matters during the day.

• Run the Surabaya office day-to-day: supplier coordination, logistics, mail, document flow, office supplies, IT setup, visitor handling, and general upkeep.
• Handle all interactions with Indonesian authorities, banks, and external service providers: company bank accounts, ongoing permit and license updates, OSS/NIB and LKPM filings, tax submissions (PPh, PPN), BPJS registrations and reporting, and immigration/manpower matters for foreign staff. Coordinate the notary, accountant, lawyer, and HR consultant — and push back firmly when they don't deliver.
• Act as the direct assistant to the CEO: calendar, correspondence, travel, expense reports, meeting preparation and minutes, translations during meetings, follow-ups, and ad-hoc special projects.
• Manage all company paperwork and administration: contracts, filings, licenses, employment documents, and a clean, well-organized digital filing system on SharePoint.
• Build the operational structure of the Indonesian office — internal processes, filing systems, expense and invoice workflows, onboarding routines, office policies. Much of this does not exist yet for Indonesia. You will often be working in situations where no clear process exists, and your job is to create one that works.
• Organize invoices, receipts, and supporting documents for monthly accounting. Nothing missing, nothing late.
• Support local HR matters: onboarding new hires, day-to-day employee questions, and making sure company rules and standards are understood and followed. Listen when needed, but also enforce the line.
• Hold the fort confidently when the CEO is traveling, with clear judgment about what can be decided locally and what should be escalated.

• 5+ years in executive assistance, office management, or senior administration, including direct support of a senior executive or founder.
• Solid working knowledge of Indonesian business practice: how to deal with banks, the tax office, BKPM/OSS, BPJS, immigration, and notaries. You understand the reporting cycles, you know what documents are needed and when, and you know how to push a process to completion without it sitting in someone's inbox for three weeks. Direct experience with a PT PMA company is strongly preferred.
• Comfortable working in a young company environment where not every process exists yet. You can take ownership of a messy area, design a sensible structure, and put it in place without being told how — and you know when to ask before deciding.
• Comfortable with the natural flexibility of a senior support role. You understand that occasional contact outside office hours is part of working closely with a founder, and you handle it with maturity rather than counting hours. We respect your time and your boundaries — we expect the same professional judgment in return.
• Fluent Bahasa Indonesia and strong professional English (written and spoken). You will translate between the CEO and Indonesian partners, employees, and authorities regularly.
• Genuinely advanced Microsoft 365 skills: Excel (pivot tables, XLOOKUP/VLOOKUP, structured tables, formulas — not just data entry), Outlook, Word, Teams, and SharePoint. Comfortable building and maintaining a digital filing system used by the whole team.
• Confident communicator who can be polite and firm in the same sentence, and comfortable holding suppliers, partners, and colleagues to deadlines.
• A track record of running things independently — you do not wait to be told twice, and you do not drop balls.

• Experience in a startup, tech company, or international SME.
• Experience working directly with foreign founders or international executives.
• Familiarity with HubSpot, Xero, or similar business systems.

Personality fit
We are looking for someone experienced in working style, organized to a high standard, calm under pressure, and confident enough to push back, follow up, and keep things on track without drama. You take pride in a tidy office, a clean inbox, a well-prepared meeting, and paperwork that is always ready before it is needed. You are comfortable saying "let me set up a proper process for this" rather than letting things continue chaotically.