EXECUTIVE ASSISTANT

The Executive Assistant provides high-level, confidential administrative and strategic support to the CEO & Senior Vice President. Serving as a primary point of contact and liaison, the ideal candidate will manage complex schedules, travel arrangements, coordinate executive logistics, prepare high-impact documentation, and drive operational efficiency within the Management Office.

Description of Duties & Responsibilities

• Provide comprehensive executive secretarial and administrative support to the CEO & Senior Vice President.
• Manage the CEO’s calendar, appointments, meetings, and expense reimbursements.
• Coordinate the CEO’s travel arrangements, including local accommodation, housing, and transportation for the CEO and his/her family.
• Organise weekly meetings, including preparing agendas, recording and circulating minutes, and following up with stakeholders on their respective action items and deliverables.
• Provide administrative and coordination support for Board Meetings and other HQ-related meetings.
• Prepare and compile reports, presentations, briefing materials, and other documents required.
• Coordinate travel arrangements for all employees, including but not limited to air tickets, ferry tickets, accommodation, and other related travel logistics.
• Coordinate and host VIP visits, including arranging local transportation, meals, meetings, and other related hospitality requirements.
• Perform any other duties and responsibilities as assigned from time to time.

Required Qualifications & Skills

• Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, or a related discipline.
• Minimum 5 years of relevant experience in executive secretarial, executive assistant, personal assistant, or administrative support roles, preferably supporting senior management or C-suite executives.
• Strong organisational and time-management skills, with the ability to manage multiple priorities and meet tight deadlines.
• Excellent verbal and written communication skills, with strong proficiency in English. Proficiency in Bahasa Indonesia would be a strong advantage
• Strong attention to detail, accuracy, and follow-through in managing tasks, schedules, documents, and arrangements.
• High level of professionalism, discretion, and integrity, with the ability to handle confidential and sensitive information appropriately.
• Excellent interpersonal and stakeholder management skills, with the confidence to interact professionally with senior management, Board members, employees, external partners, and VIPs.
• Strong meeting coordination and follow-up skills, including agenda preparation, minute-taking, action tracking, and stakeholder follow-up.
• Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Ability to prepare professional reports, presentations, correspondence, and other business documents.
• Strong travel coordination and logistical planning skills, with good attention to detail in managing complex itineraries and last-minute changes.
• Resourceful, proactive, and capable of working independently with minimal supervision.
• Flexible and adaptable, with the ability to respond effectively to changing priorities and urgent requests.
• Possess a service-oriented mindset and the ability to maintain a high level of professionalism when managing VIPs and senior stakeholders.
• Ability to work collaboratively across different departments, locations, and levels of the organisation.