Administrative Assistant

Mubadala Energy Indonesia; Jakarta Utara; On-site; IDR 66,960,000 - 100,440,000; Full time

Job summary

Mubadala Energy Indonesia is seeking an Administrative Assistant (Third Party Contractor) in Jakarta to support the department with calendar management, meeting coordination, document control, and process administration. The role requires strong organizational skills, attention to detail, and proficiency in Microsoft Office, with English and Bahasa Indonesia communication.

Minimum 3 years in a related role and a Diploma or Bachelor's degree are preferred.

Qualifications

• Minimum 3 years in related role.
• Diploma or Bachelor's degree in a relevant discipline.
• Secretarial background is preferable.

Responsibilities

• Provide day-to-day administrative support including calendar management and meeting coordination.
• Coordinate travel arrangements and itineraries with approvals.
• Prepare, format, and organize reports, presentations, and meeting materials.
• Coordinate internal and external meetings, including logistics and minutes.
• Handle communications and liaise with internal teams and external stakeholders.
• Maintain organized filing systems with confidentiality and document control.
• Support procurement activities and monitor office supplies.
• Process expense claims and invoices; assist basic budgeting with Finance.
• Liaise with teams to support departmental administrative requirements.
• Ensure activities comply with HSSE policies and procedures.

Skills

General administration

Secretarial functions

Organizational skills

Time management

Communication skills

Microsoft Office

Document control

Budgeting support

Education

Diploma/Bachelor's Degree

Secretarial background preferable

Tools

Microsoft Office

Job description

Administrative Assistant (Third Party Contractor)

Jakarta, Indonesia

Role Purpose:

Provide comprehensive day-to-day administrative support to the Department to ensure smooth operations through effective calendar management, meeting coordination, document control, and administrative process support, in compliance with company policies and procedures.

Responsibilities include but are not limited to the following:

• Provide day-to-day administrative support to the Department, including calendar management, scheduling meetings, and coordinating internal and external engagements.
• Coordinate travel arrangements and itineraries, including necessary approvals.
• Prepare, format, and organize reports, presentations, correspondence, agendas, and meeting materials.
• Coordinate internal and external meetings, including logistics, document circulation, and recording minutes of meetings.
• Handle incoming and outgoing communications and act as a coordination point with internal teams and external stakeholders.
• Maintain organized physical and electronic filing systems, ensuring proper document control, record retention, and confidentiality.
• Support procurement-related administrative activities and monitor office supplies.
• Process expense claims, invoices, and support basic budgeting and cost-tracking activities in coordination with Finance.
• Liaise with relevant internal teams and external parties to support departmental administrative requirements.
• Ensure all administrative activities are carried out in accordance with company policies, procedures, and HSSE requirements.

Qualifications include but are not limited to the following:

Education:

• Diploma/Bachelor's Degree in any relevant discipline.
• Secretarial background is preferable.

Experience:

• Minimum 3 years in related role.

Skills:

• Knowledge
  • Good understanding of general administrative and secretarial functions.
• Soft & Hard Skills
  • Strong organizational and time management skills with the ability to manage multiple priorities effectively.
  • High attention to detail in document preparation, record maintenance, and administrative tracking.
  • Effective written and verbal communication skills in English and Bahasa Indonesia.
  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with document control or administrative systems.
  • Able to manage calendars, meetings, logistics, and administrative tasks with minimal supervision.