Secretary Board of Directors

Asia Safety Protection; Paris; Sur place; EUR 20 000 - 40 000; Plein temps

Résumé du poste

A leading company is seeking an experienced Secretary for its Board of Directors, based in Bali, Indonesia. The ideal candidate will thrive in a dynamic environment, providing comprehensive administrative support while engaging in project management and driving business growth. Applicants should possess strong organizational skills, relevant experience, and a passion for executive support and business strategy.

Qualifications

• 3+ years of experience in executive assistant or administrative role.
• English proficiency level mandatory (CEFR C1 - C2).
• Experience in project management or business development preferred.

Responsabilités

• Provide administrative support to senior executives.
• Manage office communications and vendor relations.
• Assist in project management and business development activities.

Connaissances

Organizational Skills

Proactivity

Communication

Analytical Skills

Adaptability

Formation

Bachelor’s degree in Business Administration

Outils

Microsoft 365

Description du poste

Secretary Board of Directors
Location: Bali Indonesia (Bali-based)

We're a small company servicing global clientele, seeking an experienced secretary who thrives in a flexible environment and takes pride in their performance in business management.

Taking on this role, you will provide comprehensive administrative support to senior executives, helping to streamline operations and drive business growth. In addition to handling daily administrative tasks, you'll assist with key project management activities and contribute to business development initiatives. This role is ideal for someone with strong organizational skills, proactivity, and a passion for both executive support and business strategy.

Qualifications:

Bachelor’s degree in Business Administration, Management or related field (or equivalent experience).

3+ years of experience in an executive assistant, administrative, secretarial or similar support role, preferably with exposure to project management or business development.

English Test Certification will be required with a proficiency Level mandatory equal to CEFR C1 - C2(Refer to English proficiency test score conversion | Guide to English exams | EF Global Site (English) for conversion)

Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Lists, Outlook) is required.

Required Skills:

Advanced Microsoft Office proficiency (Certification is a plus)

Has a track record in distanced working (online) and is able to prove a strong organizational and time management abilities

Self-motivated with excellent initiative

Adaptability to changing priorities

Experience with calendar integration systems

Adept and comfortable to communicate and interface with Multinational Clientele, with English as main Language

Excels in a flexible work time & environment

Takes initiative in process improvement

Brings fresh ideas to business development

High level of accuracy and attention to detail

Strong analytical and critical thinking skills.

Ability to manage multiple priorities in a fast-paced environment.

Discretion, professionalism, and ability to handle sensitive information. Handle confidential information with discretion and professionalism.

Able to show the last pay slip during a job interview

Key Responsibilities:

Office Management:

Manage filing systems, records, and databases, ensuring all documents are organized and up to date. Organize important documents, contracts, and reports. Prepare and file official correspondence, including confidential reports and presentations.

Maintain and organize a database of contacts

Coordinate with vendors for any repairs, maintenance, or issues. Manage relationships with external service providers for maintenance, including IT support.

Keep track of subscription records and schedule renewals in a timely manner.

Serve as the main point of contact for office-related communications.

Handle phone calls, emails, and visitors, ensuring proper communication channels are maintained, emails, and correspondence, ensuring timely responses.

Record & implement office policies, procedures, and standards to ensure smooth operations and improved efficiency upon handovers & delegations.

Coordinate office activities and events to promote a positive workplace culture.

Assist with onboarding and training new staff members as needed.

Assist in coordinating HR-related tasks like payroll processing, employee records, and compliance with the law. Handle basic HR tasks, such as vacation tracking, sick leave, and attendance monitoring.

Calendar & Meeting Management:

Manage the executives’ schedules, appointments, and travel arrangements, oversee itineraries, ensuring all logistics are handled including flights, accommodations, transportation.

Ensure the executive is prepared for meetings by providing necessary documents and background information

Coordinate meetings, prepare agendas, take detailed meeting notes and prepare meeting spaces with necessary supplies and technology

Prepare and proofread documents, reports, and presentations as needed.

Draft, review, and edit correspondence and presentations.

Assist in preparing and coordinating client meetings and follow-ups.

Prioritize and manage competing tasks and deadlines.

Handle phone calls, emails, and correspondence, ensuring timely responses. Prepare and proofread documents, presentations, and reports for meetings

Project Management:

Assist in the planning, coordination, and tracking of project milestones. Assist with research and data collection for various projects.

Monitor project timelines, deliverables, and budgets, ensuring milestones are achieved.

Provide administrative support to project teams and ensure communication between stakeholders is seamless.

Maintain project documentation, prepare status reports, and keep track of payments of invoices & bills.

Provide administrative support to employees and management to support the achievements of company targets.

Handle various ad-hoc tasks and projects as directed by the executive.

Assist the Director with ongoing projects

Update and adjust project portfolios for client presentations and delegate workload for the team

Business Development:

Conduct market research and assist in identifying new business opportunities.

Support the development of business proposals, client presentations, and marketing materials.

Help maintain and organize client, vendors and prospect databases.

Monitor industry trends and competitor activities to inform business strategies.

What's your expected monthly basic salary?

Which of the following types of qualifications do you have?

How many years' experience do you have as a Secretary to The Board of Directors?

How much notice are you required to give your current employer?

Are you available to work outside your usual hours when required? (e.g. weekends, evenings, public holidays)

How would you rate your English language skills?

Have you completed an English language proficiency certification?

Are you willing to relocate for this role?