Executive Secretary Jobs

You will be working closely with CTO to provide secretarial and administrative support in a well-organized and timely manner.

RESPONSIBILITIES:

• Properly maintain existing office systems, including data management and filing of confidential documents
• Manage the CTO’s calendar and carry out the CTO’s instructions
• Handle CTO’s claims and travel arrangements, including visas and accommodation
• Source for quotations regarding new products and development teams, and be involved in any other relevant background research
• Follow through closely with suppliers / team members to meet project deadlines
• Produce and format documents, briefing papers, reports and presentations
• Screen phone calls, take messages from clients and staff, and handle enquiries and requests
• Organize / Coordinate meetings, which may involve setting up conference / video calls and prior booking of resources, and ensure that meetings are well-prepared for
• Attend meetings and record meeting minutes
• Any other relevant administrative requests by the CTO, on an ad hoc basis
• Work with and remind the CTO of impending tasks / deadlines

REQUIREMENTS:

• Attention to detail (must have)
• Good written and oral communication skills (both Indonesian and English)
• Discipline (must have)
• Ability to travel
• Punctual (must have)
• 2-3 years of relevant work experience in a secretarial / administrative role
• Ability to handle multiple tasks while staying organized
• Ability to perform basic research, digest, analyse and present material clearly and concisely
• Ability to work under pressure and to tight deadlines
• Excellent word processing skills
• Good IT skills (plus point), with a willingness to learn
• Ability to exercise discretion on confidential matters
• Honest, reliable, proactive and willing to take initiative (must have)
• Outstanding organizational, interpersonal and time management skills