Administrative Assistant

BINUS Group; Jakarta Pusat; On-site; IDR 33,480,000 - 66,960,000; Full time

Job summary

BINUS Group is seeking a detail-oriented Administrative Assistant to support Planning & Monitoring units. You will prepare minutes, distribute documents, organize meetings, and handle confidential information with discretion.

The role requires bilingual correspondence in Bahasa and English and strong organization skills. You will manage daily schedules, coordinate venues and meals, assist with budgeting and reporting, and maintain efficient filing systems.

Qualifications

• Minimum Diploma Degree (D3) or University Student (6th Semester).
• No working experience required.

Responsibilities

• Provide minute of meetings and meeting summaries.
• Distribute documents accurately within the related area (e.g., minute of meetings, other documents).
• Coordinate events & meetings regarding Strategic Planning & Monitoring Evaluation.
• Maintain and update storage and retrieval system in documentation for easy access of information.
• Handle confidential information required based on approval from head of department/head of related working area.
• Provide support to the working area in sending messages, memos and documents to all staff.
• Compose correspondence letters required (in Bahasa and English).
• Sort and prioritize incoming information, requests and communicate them accurately.
• Organize daily schedule for related working area.
• Confirm availability and punctual attendance of participants in related meetings.
• Arrange venue setting, equipment, and meals/beverages for meetings.
• Be the point of contact for Director/Senior Manager/Manager during their absence from office.
• Maintain and update budget in stock and non-stock budgets; track usage.
• Propose working attribute required for related area; provide required orders.
• Arrange report related to budget usage and budget reports for related area.
• Provide PRF, Cash advance, PR requests in line with approved budget info.
• Arrange travel management process and provide realization reports.

Education

Diploma or University Student (6th Semester)

Job description

It's fun to work in a company where people truly BELIEVE in what they are doing! We're committed to bringing passion and customer focus to the business.

Administrative Duties

• Provide minute of meetings and meeting summary in related unit
• Carry out accurate document distribution in related area (e.g., minute of meetings, other documents)
• Conduct activities related to events & meetings regarding Strategic Planning & Monitoring Evaluation
• Maintain and update storage and retrieval system in documentation for easy access of various information
• Arrange various important information and documents required by related working area
• Handle confidential information required based on approval from head of department/head of related working area
• Provide support to the working area in sending message, memos and documents to all staff
• Compose correspondence letters required (in Bahasa and English)
• Sort and prioritize incoming information, requests and communicate them accurately

Scheduling and Appointment

• Organize daily schedule for related working area
• Confirm availability and punctual attendance of participants in related meeting/other appointment with Director/ Senior Manager/ Manager
• Arrange venue setting, equipment, and meals/beverages required for meeting/other related events
• Be the point of contact for Director/ Senior Manager/ Manager, during their absence from office

Operational Duties

• Maintain and update budget in the stock and non-stock budget from Director/ Senior Manager/ Manager
• Keep track of the usage appendix budget stock and non-stock request from related working area
• Propose working attribute required for related working area
• Provide required order request of the related items
• Arrange report related to all budget usage appendix in related area
• Arrange report, maintain and update budget report usage (stock, non-stock)
• Arrange and conduct budget report information for related working area
• Provide PRF request, Cash advance request, PR request alignment with approved budget information
• Conduct on time budget realization report according to valid procedure and regulation (i.e., PRF, Cash advance and PR)
• Arrange travel management process and provide realization report (e.g., taxi voucher, operational vehicle request, business trip document's realization)

Management Support Activities

• Provide Report to direct Supervisor
• Suggest improvement process related to activities in area of responsibilities (especially related to time concern, effort and cost)
• Perform activities related to Quality Management System
• Perform additional tasks related to key responsibilities as required by Direct Supervisor

Education Requirement

• Minimum Diploma Degree (D3) or University Student (6th Semester)

Work Exposure/ Experience

• No working experience