Directors Secretary Jobs

Are you an organized, proactive, and adaptable individual with a passion for supporting executive-level professionals? We are currently seeking a highly skilled and experienced Director's Secretary to join our dynamic team at PT Polindo Utama. As the Director's Secretary, you will play a crucial role in ensuring the smooth functioning of our director's office and supporting them in their daily activities.

Responsibilities

• Event Coordination: Assist in organizing company events, workshops, and conferences as required.
• Travel Arrangements: Arrange and coordinate domestic and international travel for the director, including flights, accommodations, and transportation. Ensure all travel plans align with the director's schedule and preferences.
• Calendar Management: Maintain and manage the director's calendar, scheduling appointments, meetings, and conferences. Coordinate with internal and external stakeholders to ensure efficient time management.
• Relationship Management: Foster positive relationships with clients, partners, and employees, acting as a liaison between the director and various stakeholders.
• Administrative Support: Provide comprehensive administrative support, including handling expense reports, maintaining office supplies, and processing invoices and reimbursements.
• Confidentiality: Maintain the highest level of confidentiality and handle sensitive information with discretion and professionalism.
• Meeting Support: Prepare meeting agendas, collate supporting materials, and distribute them to attendees in a timely manner. Take meeting minutes and follow up on action items to ensure implementation.
• Communication: Handle all incoming and outgoing correspondence on behalf of the director, including emails, phone calls, and other forms of communication. Draft and edit official documents, letters, and reports as needed.

Qualifications

• Bachelor's degree in public relations, business administration, secretarial studies, or a related field (preferred but not mandatory).
• Fluent in English communication.
• Strong attention to detail and accuracy in work.
• Strong interpersonal skills and the ability to work well with a diverse range of people.
• Ability to work independently and proactively anticipate the needs of the director.
• Proven experience as an executive secretary or administrative assistant, supporting C-level executives or directors.
• Proficiency in using office software (e.g., Microsoft Office Suite) and other relevant tools.
• Excellent written and verbal communication skills.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
• Demonstrated ability to handle confidential and sensitive information with discretion.