Administrative Assistant

BINUS University; Jakarta Pusat; On-site; IDR 33,480,000 - 44,640,000; Full time

Job summary

BINUS University is seeking an entry-level administrative assistant to support planning, budgeting, and document management across the Director's area. The role involves minute taking, meeting summaries, and coordinating events.

No prior work experience is required; a Diploma (D3) or university student in 6th semester is acceptable. The position focuses on organization, accuracy, and confidential handling of information.

Qualifications

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

Responsibilities

• 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
• 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
• 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)
• 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

Minimum Diploma Degree (D3) 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

If you like wild growth and working with happy, enthusiastic over-achievers, you’ll enjoy your career with us!