Admin Secretary

PT Avisha Citra Mandiri (Jakarta); Jakarta Pusat; On-site; IDR 60,000,000 - 90,000,000; Full time

Job summary

PT Avisha Citra Mandiri (Jakarta) is seeking an experienced administrative assistant to support executives by managing calendars, scheduling meetings, and coordinating with internal and external stakeholders.

The role requires strong English and Indonesian, proficiency in Microsoft Office, and a proactive, discreet approach to handling confidential information across departments.

Qualifications

• Excellent organisational and time management skills
• Strong written and verbal communication in English and Indonesian
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software
• Attention to detail and accuracy in administrative work
• Discretion and confidentiality when handling sensitive information

Responsibilities

• Managing executive calendars, scheduling meetings and coordinating with stakeholders
• Handling incoming and outgoing correspondence (emails, letters, calls) with professionalism
• Preparing and organising documents, reports, and meeting materials
• Maintaining filing systems and databases, physical and digital
• Coordinating office operations including supplies, equipment, facilities
• Arranging business meetings, conferences, and travel logistics for executives
• Providing administrative support across multiple departments
• Supporting confidential information management and adherence to confidentiality
• Assisting with general administrative tasks to support smooth office functioning

Skills

Organisational skills

Time management

Multitasking

Written and verbal communication

Tools

Microsoft Office Suite

Job description

Managing executive calendars, scheduling meetings, and coordinating with internal and external stakeholders to ensure efficient time management

Handling incoming and outgoing correspondence, including emails, letters, and telephone communications with professionalism and discretion

Preparing and organising documents, reports, presentations, and meeting materials for senior management

Maintaining filing systems and databases, both physical and digital, ensuring information is easily accessible and properly organised

Coordinating office operations including supplies inventory, equipment maintenance, and facilities management

Supporting the arrangement of business meetings, conferences, and travel logistics for executives

Providing administrative support across multiple departments as required

Managing confidential information with integrity and maintaining strict confidentiality agreements

Assisting with general administrative tasks to support smooth office functioning

What we're looking for

Proven experience as an administrative assistant, secretary, or similar administrative role within a professional office environment

Excellent organisational and time management skills with the ability to manage multiple tasks and priorities simultaneously

Strong written and verbal communication skills in English and Indonesian

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software

Exceptional attention to detail and accuracy in all administrative work

Professional demeanour with the ability to maintain confidentiality and discretion when handling sensitive information

Strong interpersonal skills and the ability to work effectively with people at all levels of the organisation

Proactive approach with the ability to anticipate needs and work independently as well as collaboratively

Experience with scheduling systems and database management is advantageous

Flexibility and adaptability to changing priorities and business needs