Admin & Records Management Specialist

Pt Asta Prima Mandiri; Jawa Barat; On-site; IDR 120,000,000 - 240,000,000; Full time

Job summary

Fresenius Medical Care Indonesia is seeking an experienced Assistant of President Director’s Office to act as a strategic partner and operational multiplier. The role supports the Managing Director by managing complex schedules, travel, and communications while coordinating cross‑functional initiatives aligned with company priorities.

In this capacity, you will drive confidentiality, streamline workflows, prepare briefs, and assist with high‑value projects and board‑level presentations,

Responsibilities

• Provide proactive and seamless day‑to‑day executive‑level administrative support to the Managing Director, including complex diary, travel, and inbox management.
• Assist with complex reports, presentations, engagement letters and general correspondence.
• Serve as the primary point of contact for internal and external stakeholders, ensuring timely communication and follow‑ups.
• Manage confidential documentation and support operational processes to ensure the smooth running of the business.
• Lead and coordinate the Company events (e.g., Townhall, Kick Off, Year End meetings) and coordinate vendor tasks.

Job description

Assistant of President Director's Office

The Assistant of President Director Office role acts as a high‑level strategic partner and operational force multiplier who maximises the executive’s efficiency and ensures the organisation executes its highest priorities, aligns teams with company goals, and acts as a filter for information so the executive can focus on top‑level decisions.

Introduction: At Fresenius Medical Care, we are the global leader in kidney care, committed to improving the lives of patients with chronic kidney disease. Our mission is to deliver high‑quality, innovative products, services, and care across the entire healthcare journey. Guided by our vision – "Creating a future worth living. For patients. Worldwide. Every day." – we work with purpose and compassion, supported by a global team of over 125,000 employees.

Within our Care Enablement segment, we develop and provide life‑sustaining medical products, digital health solutions, and therapies that empower clinical teams and improve patient outcomes. Our FME Reignite strategy drives transformation through innovation, efficiency, and sustainable growth.

Our values guide how we work:

• We Care for our patients, each other, and our communities
• We Connect across teams and borders to deliver excellence together
• We Commit to doing things the right way – growing with purpose and leading kidney care with integrity and innovation

Responsibilities:

You are responsible to enhance executive productivity and organisational effectiveness by overseeing key initiatives, ensuring alignment with company objectives, and driving accountability across teams. You will act as a trusted advisor, filter and prioritise information, and help the executive remain focused on high‑value decisions that accelerate business performance and growth.

Key Responsibilities / Accountabilities:

• Provide proactive and seamless day‑to‑day executive‑level administrative support to the Managing Director, including complex diary, travel, and inbox management.
• Assist with complex reports, presentations, engagement letters and general correspondence.
• Serve as the primary point of contact for internal and external stakeholders, ensuring timely communication and follow‑ups ensuring the smooth and tactful handling of client queries.
• Manage confidential documentation and support operational processes to ensure the smooth running of the business.
• Draft, review and send communications on behalf of the FME Indonesia Country Manager.
• Arrange international and interstate travel, accommodation and itineraries.
• Manage expense report co‑ordination, implementing appropriate filing mechanisms.
• Create and manage agendas, team‑wide PowerPoint packs, time‑keeping and following up on actions for weekly, monthly and quarterly meetings.

Country Manager & President Director Office:

• Provide executive support; act as a trusted advisor, preparing briefs and research to guide choice.
• In charge of inefficiencies and streamlines process workflows, continuous improvement project to boost team productivity and coordinate the delivery key projects, business partner initiatives and business development activities.
• Prepare reports, proposals, presentations, and other client‑facing materials with exceptional attention to detail.
• Set the Country Manager & President Director business agenda, track action items, and ensure no action commitment from business partners is missing.
• Act as culture guardian; monitors team morale, champions company values, and models good leadership.
• Tracks business cross‑functional initiatives, ensuring deadlines are met and resources are used well.
• Responsible for overseeing corporate contract governance, tracking agreement lifecycles, and ensuring the continuous validity and compliance of all legal documentation.
• Lead and coordinate the Company events e.g., Employee Townhall, Kick Off Meeting, Business Mid‑Year / Year End Meeting.
• Responsible for coordinating and overseeing commercial administrative tasks delegated to managed service vendors to ensure operational efficiency and compliance.

Others:

• Other projects/tasks and ad‑hoc request that may be assigned by Direct Superior.
• Comply with the health and safety guidelines as per guided by Crisis Management team when performing his/her job inside or outside the organisation.
• Comply with the Fresenius Medical Care Compliance and Company Regulation.

Network:

• Internal: Cross FME function within Indonesia and potentially Global.
• External: Company Vendor such as Legal Counsel (for the invoice, purchase order), Event Organizer (Company Event), Translator and Country Manager's Clients (for meeting/event arrangement) and managed service vendor.

Education & Experience:

• At least 5 to 8 years supporting C‑suite executives in multinational organisations.
• Executive Administrative Mastery: Expert in complex diary and inbox management, multi‑zone travel arrangements, expense reporting, and preparing high‑impact, board‑level PowerPoint presentations and reports.
• Proven ability to drive cross‑functional projects, streamline workflows, track action logs, and ensure accountability across internal leadership and external partners.
• Strong grasp of corporate agreement lifecycles, working alongside external legal counsel, and ensuring adherence to local Indonesian regulations and company compliance standards.
• Professional business fluency (spoken and written) in both Bahasa Indonesia and English to draft C‑level correspondence and seamlessly interface with global leadership, clients, and vendors.
• Demonstrated tact and confidentiality in handling sensitive matters, paired with strong executive presence to act as a culture guardian, monitor team morale, and filter operational priorities.

Our Offer for you:

• Whether in front of or behind the scenes – you are helping to make ever better medicine available to more and more people around the world.
• Individual opportunities for self‑determined career planning and professional development.
• A corporate culture in which there is enough room for innovative thinking – to find the best solution together, not the quickest one.
• A large number of committed people with a wide range of skills, talents and experience.
• The benefits of a successful global corporation with the collegial culture of a medium‑sized company.