Assistant Project Admin

PT. Softex Indonesia; Tangerang Selatan; On-site; IDR 66,960,000 - 100,440,000; Full time

Job summary

PT. Softex Indonesia is seeking an organized Executive Assistant/Administration Coordinator to support senior leaders with calendars, communications, and travel logistics.

You will manage meetings, prepare documentation, and coordinate stakeholders in Bahasa Indonesia and English, using Microsoft Office and collaboration tools. Based in BSD, Tangerang Selatan, this on‑site role contributes to smooth daily operations and confident leadership support.

Qualifications

• Bachelor's degree or equivalent professional experience in a relevant field.
• 1–3 years in administrative, executive assistant, operations support, or coordination roles; exposure to scheduling and calendar management, stakeholder support, and meeting logistics.

Responsibilities

• Proactively planning and managing schedules for leaders with prioritized calendars.
• Coordinate communications across stakeholders to ensure timely, clear information flow.
• Arrange meetings end-to-end including agendas, materials, and follow-ups.
• Coordinate travel plans and related logistics for business trips.
• Handle administrative tasks independently to improve efficiency and reduce workload.
• Adjust priorities based on business needs and leadership direction.

Skills

Calendar management

Executive support

Meeting logistics

Stakeholder coordination

Documentation preparation

Travel coordination

Organizational skills

Communication skills

Multitasking

Education

Bachelor's degree in Business Administration / related field

Tools

Microsoft Office

Collaboration tools (Teams, Zoom)

Job description

Responsible for managing schedules, coordinating communications, preparing documentation and logistics, and organizing meetings and travel arrangements.

Responsibilities:

• Proactively planning and managing schedules, ensures accurate and well‑prioritized calendars in order to enable leaders to focus on strategic objectives without operational distractions.
• Coordinating and monitoring communications across stakeholders, delivers clear, timely, and professional information flow to support effective decision‑making and alignment.
• Arranging meetings end‑to‑end, including agendas, materials, and follow‑ups, ensures meetings are well‑structured and outcome‑driven to maximize productivity and accountability.
• Coordinating travel plans and related logistics efficiently, enables seamless business travel arrangements to minimize disruption and ensure continuity of operations.
• Managing administrative tasks independently and anticipating upcoming needs, provides consistent operational support to enhance overall efficiency and reduce management workload.
• Continuously adjusting priorities based on business needs and leadership direction, delivers responsive and reliable support to sustain effective day‑to‑day business operations.

Qualifications:

Education

• Bachelor’s degree (S1) in Business Administration, Management, Communications, or other relevant disciplines (Equivalent professional experience may be considered).
• Minimum 1–3 years of experience in an administrative, executive assistant, operations support, or coordination role, with proven exposure to: schedule and calendar management, executive or stakeholder support, document preparation and coordination, meeting‑travel‑logistics management.

Languages

• English (Professional working proficiency, written and verbal) and Bahasa Indonesia (Native or fluent).

PC & Digital Skills

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong email and calendar management skills.
• Familiar with collaboration tools (e.g. Teams, Zoom, shared drives).
• Basic document tracking and reporting capability.
• Strong organizational and prioritization skills.
• Effective communication and stakeholder coordination.
• Attention to detail and accuracy in documentation.
• Proactive, anticipative, solution‑oriented mindset.
• Ability to manage multiple tasks under tight timelines.
• Professional judgment, confidentiality, and reliability.
• Flexibility and adaptability in a dynamic business environment.
• Willing to be placed in BSD, Tangerang Selatan.