Executive Assistant (Bakalan) Jobs

Position Purpose

To assist as executive assistant to the Factory Lead and representing in interactions with internal and external parties and stakeholders. The executive assistant will be conducting administrative duties including but not limited to schedule and document management and liaise with other departments and external parties.

Main Areas of Responsibility

Meeting Arrangements

• Arranging department meetings and regional or global guest meetings
• Coordinating the Factory Lead meetings, interviews, and any other appointments. Ensuring all meeting materials required are on hand and prepared in a timely manner prior to the meeting and logistic preparation for the meeting
• Circulating documents that need approvals by the Factory Lead
• Maintaining up-to-date filing system for easy reference

Travel Arrangement

• Managing travel arrangements (Hotel, Transport, visa) and other personal administrative assistance for the Factory Lead

Expense

• Preparing Factory Lead expenses for reimbursement

Expat Permit

• Coordinating Expat work permits with People & Culture (HR) and any other service linked to Expat family management

Cross Function Relationship Management

• Building and maintaining effective working relationships with all colleagues from cross function and other departments and with other department's Admin Assistants in the market

Projects

• Participating or leading in GSC-related projects as assigned by the Factory Lead

Budget Arrangement

• Conducting payment via PPO process, which includes making PR PO and invoice submission\
• Conducting annual budget arrangement to be submitted to Finance for the Factory Lead

Knowledge, Skills, Experience Required

• Able to manage the relationships with other departments, stakeholders and third parties
• Have general knowledge regarding Marketing and Sales
• Min. 6 years’ experience as an administration assistant or executive assistant for director level and have experience in assisting expatriates
• Have good communication skills
• Bachelor’s Degree in any course
• Have experience in administrative duties (schedule and document arrangement, systemize corporate payment and time management)
• Fluency in English and Bahasa
• Intermediate skill in MS Office