CDO ADMINISTRATION SUPPORT

Archi Indonesia; Tangerang; Hybrid; IDR 180,000,000 - 300,000,000; Full time

Job summary

Archi Indonesia seeks an experienced Executive Assistant to provide high-level support to the Chief Development Officer. The role involves managing calendars, coordinating internal and external meetings, and preparing executive documents with strict confidentiality.

You will liaise with diverse stakeholders, maintain project records, and ensure timely follow-ups on action items, while supporting travel arrangements and reporting needs.

Qualifications

• Bachelor’s degree in a related field.
• Minimum of 5 years supporting senior executives.
• Experience in mining/construction/infrastructure or large projects is a plus.
• Fluent Bahasa Indonesia with advanced English (written and spoken).
• Strong calendar, travel, and meeting coordination skills.

Responsibilities

• Provide administrative and executive support to the CDO with confidentiality.
• Manage the CDO’s calendar, meetings, travel, and priorities.
• Coordinate meetings: agendas, minutes, outcomes, follow-ups.
• Prepare and distribute reports, presentations, and documents on time.
• Facilitate information flow between CDO and stakeholders.
• Maintain organized project documents and records for easy retrieval.
• Monitor commitments and milestones to support timely delivery.
• Assist with sample libraries and related data management as needed.
• Undertake additional duties as assigned.

Skills

Calendar management

Meeting coordination

Document management

Executive support

Stakeholder communication

Microsoft Office

SAP / ERP familiarity

Bahasa Indonesia fluency

Advanced English proficiency

Education

Bachelor’s degree in Business Administration / Management / Secretarial Studies / Communication

Tools

Microsoft Office (Excel, Word, PowerPoint, Outlook)

Teams / SharePoint

Document Management Systems

Job description

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Duties

• Provide administrative and executive support to the CDO and ensure that all administrative activities are carried out in accordance with company policies and maintain the highest standards of professionalism and confidentiality.
• Manage the CDO’s calendar, meeting schedules, appointments, business travel arrangements, and various executive priorities.
• Coordinate internal and external meetings, including preparing agendas, taking and preparing meeting minutes, documenting meeting outcomes, and monitoring follow-up actions and action items.
• Prepare, review, format, and distribute reports, presentations, correspondence, and other executive documents accurately and within established deadlines.
• Coordinate communication and information flow between the CDO, CDO Directorate, Development teams, consultants, contractors, government agencies, investors, and other stakeholders.
• Manage and maintain organized project documents, permits, contracts, reports, and confidential company documents and information to ensure proper document control and easy retrieval when required.
• Monitor and follow up on departmental commitments, project milestones, and management action items to support timely completion of activities.
• Support the management of drill core, sample pulp, and coarse reject libraries, including ensuring that sample data is properly documented, verified, auditable, systematically organized, and easily retrievable when required.
• Perform other duties and responsibilities as assigned.

Requirements

• Bachelor’s degree (S1) in Business Administration, Management, Secretarial Studies, Communication, or a related field.
• Minimum of 5 years of experience as an Executive Secretary, Executive Assistant, Senior Administrative Officer, or a similar role supporting senior executives.
• Experience in the mining, construction, infrastructure, energy, or large-scale project industries is an advantage.
• Experience supporting C-Level executives is highly preferred.
• Fluent in Bahasa Indonesia with advanced English proficiency in both written and verbal communication.
• Advanced proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Proficient in Microsoft Teams, SharePoint, and Document Management Systems.
• Experience with SAP or other ERP systems is an advantage.
• Strong skills in calendar management and business travel arrangements.
• Skilled in preparing executive correspondence and business presentation materials.
• Strong capabilities in meeting coordination, minute-taking, action item follow-up, document control, and records management.
• Strong interpersonal and communication skills, with the ability to establish and maintain effective working relationships with various stakeholders.
• Detail-oriented, well-organized, proactive, highly trustworthy, able to maintain confidentiality, and capable of managing dynamic and competing priorities.
• Willing to work in a project environment and capable of coordinating effectively with various stakeholders.
• Demonstrate awareness and adherence to company safety and environmental standards.
• Awareness of company safety and environmental standards.