Administrative Assistant

PT Halley & Mellowes Australasia; Jakarta Selatan; On-site; IDR 89,280,000 - 178,560,000; Full time

Job summary

Halley & Mellowes Australasia is seeking an Administrative Assistant to provide high-quality support across the organisation under the direction of the Executive Assistant. The role is fast-paced and requires juggling priorities, adapting to shifting demands, and keeping operations running smoothly behind the scenes.

The successful candidate will manage diary and correspondence, coordinate meetings and travel, prepare documents, and support marketing activities while handling sensitive

Qualifications

• Experience in administrative or office support roles.
• Excellent written and verbal communication skills.

Responsibilities

• Provide day-to-day administrative support to executives.
• Manage correspondence, digital filing, data entry, and record-keeping.
• Prepare, format, and proofs of documents, reports, letters, and presentations.
• Assist with scheduling meetings and calendar coordination.
• Coordinate travel arrangements and itineraries.
• Raise Purchase Orders and assist with purchasing activities.
• Handle confidential information with discretion.
• Support marketing activities and content calendars.

Skills

Administrative support

Microsoft 365

Documentation

Diary management

Communication

Tools

Microsoft 365

Job description

Halley & Mellowes Australasia is a subsidiary of Halley & Mellowes Pty Ltd in Australia (HMA Group). The HMA Group of Companies specialises in the supply of Material Handling Equipment, Wear Resistant Linings, Boiler Maintenance, Instrumentation and Valving Solutions. Our wide range of equipment is used in many industries including the Process, Power Generation, Mining, Water, Petrochemical and Oil & Gas industries

The Administrative Assistant provides responsive, high-quality administrative support across the organisation, working closely with and under the direction of the Executive Assistant. This is a varied and fast-paced role suited to someone who thrives on juggling competing priorities, adapts quickly to shifting demands, and takes genuine satisfaction in keeping things running smoothly behind the scenes.

The role will be varied and flexible, covering diary and correspondence, event and meeting coordination, and ad hoc project or research tasks as priorities shift. The successful candidate will be comfortable working with various executives, able to use sound judgement to manage competing demands, and proactive.

Responsibilities:

Provide day-to-day administrative support to the Executive Assistant and, as directed, to executives and other senior management.

Manage correspondence, digital filing, data entry, and record-keeping.

Prepare, format, and proofread documents, reports, letters, and presentations when required.

Assist with scheduling meetings and coordinating calendars.

Coordinate travel arrangements and itineraries.

Raise Purchase Orders and assist with purchasing activities, including corporate clothing.

Act as a point of contact for internal and external stakeholders, responding to enquiries or redirecting them appropriately.

Screen and triage phone calls and confidential emails with professionalism and discretion.

Support the Executive Assistant in managing communications on behalf of senior leaders.

Provide administrative support for marketing activities, including maintaining content calendars and filing artwork/assets.

Coordinate website and social media content updates with external contractors and the Website Coordinator.

Assist in coordinating marketing materials for events, sponsorships, and campaigns.

Liaise with external suppliers, including printers, designers, and service providers.

Provide backup support across the administration function during busy periods or staff absences.

Undertake ad hoc administrative tasks, research, and projects as required.

Handle sensitive and confidential information with discretion.

Requirements:

Demonstrated experience in an administrative, office support, or similar role.

Strong organisational skills with the ability to manage multiple competing priorities.

Excellent written and verbal communication skills.

Proficiency in Microsoft 365 applications.

Sound judgement, initiative, and a proactive, solutions-focused approach.

High level of discretion and professionalism when handling confidential information.

Ability to adapt and work effectively in a fast-paced and changing environment.

Experience supporting an Executive Assistant or senior leader will be highly regarded.

Experience coordinating events, travel, or meeting logistics is advantageous.

Familiarity with records management or document control systems is desirable.

Strong attention to detail and ability to work independently as well as part of a team.

Positive attitude, flexibility, and willingness to assist across a broad range of administrative activities.

This Position Description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, and skills required. Duties may be varied from time to time in line with business requirements.

Please visit our website www.hmagrp.com for further information on our company.

HMA Group companies deliver a wide range of products and services across many industries;- including mining, processing, materials handling, water management, power generation and oil & gas. We have offices in Australia, New Zealand, Indonesia and South Africa.

HMA Group companies deliver a wide range of products and services across many industries;- including mining, processing, materials handling, water management, power generation and oil & gas. We have offices in Australia, New Zealand, Indonesia and South Africa.

HMA Group companies deliver a wide range of products and services across many industries;- including mining, processing, materials handling, water management, power generation and oil & gas. We have offices in Australia, New Zealand, Indonesia and South Africa.