Personal Assistant To Executives

Our client inSouth Jakartacurrently has an opening for a Personal Assistant to Executives

The ideal candidate will be responsible for a range of activities which will assist this organization's leadership. In this position, you should feel comfortable coordinating calendar appointments, managing communications, and planning events, as necessary.

Responsibilities

• Conduct research on various topics and provide summaries to the executives, and proactively identify and address potential gaps in knowledge or information.
• Answer and screen calls, take messages, and respond to inquiries, and proactively provide solutions or recommendations for addressing any issues or concerns.
• Manage and organise domestic and international travel arrangements and accommodations for the Executive and anticipate potential travel disruptions and adjust plans as needed. This includes scheduling of meetings, preparing itineraries, booking transport, accommodation, reimbursement and payment of expenses to ensure accurate and timely of personnel data and information as well as comply with Corporate and government policy and regulation.
• Develop and maintain effective administration and documentation procedures and records management systems to ensure effective and efficient administration procedures in supporting corporate annual initiatives and goals.
• Maintain the updated data of members Board of Executives.
• Manage confidential information and maintain the executives’ files and records, and proactively identify and address potential security or confidentiality concerns.
• Prepare, organise, edit documents for business activities when required, such as formal/informal presentation material, meeting minutes correspondence, reports and other required documents, to proactively provide suggestions for improving the quality and impact of these materials.
• Handle expenses and process invoices or reimbursements and proactively identify and address any discrepancies or issues.
• Manage the executive's calendar, schedule appointments and arrange internal/external meetings, while proactively anticipating and resolving potential logistic issues or conflicts.

Qualifications

• Highly self-motivated and professional, able to handle multiple tasks and work to strict deadlines, possess a positive attitude, proactive mindset, ability to anticipate potential issues and strong problem-solving skills.
• Good written and verbal communication in English and strong interpersonal skills in order to effectively liaise with internal and external parties.
• Outgoing and pleasant personality.
• Minimum 2 years experience in general administration or secretarial support, including experience as a personal assistant to executives.
• Good events management skills and basic knowledge of travel administration management.
• Minimum Bachelor’s Degree in Management, Business Administration, Secretarial or other relevant discipline.
• Willing to learn competence.
• Excellent general administrative/secretarial skills, organisational skills, time management and record/file management skills.
• Committed to the highest standards of excellence, including ethical standards with a strong commitment to legal ethics exhibited in knowledge and practice, able to handle discretion and confidentiality.
• Good computer literacy (Microsoft Office, Microsoft Project), including data input, word processing, data storage and retrieval, email, spreadsheet, web applications and other administrative activities.
• Ability to work independently or collaboratively as a team, and ability to build effective working relationships.

Send the application letter & updated CV to: [email protected]