Corporate Secretary & Administration Officer

PT Quasar Investama Indonesia; Jakarta Utara; On-site; IDR 70,000,000 - 110,000,000; Full time

Job summary

PT Quasar Investama Indonesia is seeking a Corporate Secretary & Administration Officer to support management and day-to-day administrative operations. You will manage schedules, prepare official documents, and coordinate meetings, while handling confidential information with discretion.

The role requires 1–2 years in corporate administration, strong organizational and communication skills, and proficiency with Microsoft Office.

Qualifications

• Bachelor's degree in Business Administration, Management, Secretarial Studies, Communications, or related field.
• 1-2 years of corporate administration or executive support experience.
• Strong organizational and time-management abilities with multiple priorities.
• Excellent attention to detail and thorough follow-through.
• Proactive, hands-on, with ownership from planning to completion.
• Strong communication and interpersonal skills for coordinating with various levels.

Responsibilities

• Provide day-to-day administrative and secretarial support to management.
• Manage schedules, meetings, appointments, and related administrative tasks.
• Prepare and coordinate official letters, memos, and company documents.
• Coordinate internal and external meetings and supporting documents.
• Assist with meeting minutes, follow-ups, and documentation.
• Handle confidential documents with a high level of discretion.
• Coordinate communication with internal teams, clients, vendors, and external parties.
• Arrange travel, office relocation, inventory, procurement, and office supplies.
• Maintain filing systems and support company events and operational reports.

Skills

Highly organized

Time management

Communication skills

Discretion

Multitasking

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Job description

Corporate Secretary & Administration Officer

We are looking for a Corporate Secretary & Administration Officer to support the management and day-to-day administrative operations of the company.

This role will work closely with management and internal teams to ensure that administrative matters, documentation, office operations, and management needs are handled efficiently and professionally.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable handling multiple tasks with tight deadlines.

Key Responsibilities

Corporate & Management Support

Provide day-to-day administrative and secretarial support to management.

Manage management's schedules, meetings, appointments, and other administrative arrangements.

Prepare and coordinate official letters, correspondence, memos, and other company documents.

Coordinate internal and external meetings, including meeting arrangements and supporting documents.

Assist with preparing meeting minutes, follow-ups, and administrative documentation.

Handle confidential documents and information with a high level of discretion.

Coordinate communication and follow-ups with internal teams, clients, vendors, and other external parties.

Office & Administrative Operations

Handle travel arrangements, including flight and hotel bookings, transportation, and travel-related administration.

Coordinate office relocation and moving activities, including logistics, vendors, and documentation.

Manage and maintain office inventory and fixed assets, including tracking, recording, and periodic inventory checks.

Coordinate procurement of office supplies, equipment, and other operational needs.

Liaise with building management, vendors, couriers, and other service providers.

Maintain organized physical and digital filing systems for company documents.

Support company events, meetings, and other internal activities.

Prepare administrative reports and maintain accurate records of company assets and operational expenses.

Perform other administrative and operational tasks as required by management.

Requirements

Bachelor's degree in Business Administration, Management, Secretarial Studies, Communications, or a related field.

1-2 years of experience in corporate administration, executive secretary, personal assistant, office administration, or a similar role.

Strong organizational and time-management skills, with the ability to manage multiple priorities simultaneously.

Excellent attention to detail and strong follow-through on tasks.

Proactive and hands-on - willing to take ownership of tasks from planning through completion.

Strong communication and interpersonal skills, with the ability to coordinate effectively with people at different levels.

Proficient in Microsoft Office (Word, Excel, and PowerPoint) and comfortable working with digital documentation and filing systems.

Able to prepare professional business correspondence, letters, and administrative documents.

Good problem-solving skills and the ability to handle unexpected situations calmly and efficiently.

Able to maintain confidentiality and professionalism when handling sensitive company and management information.

Fluent in Bahasa Indonesia; and English is preferred.

Experience coordinating office relocation, procurement, inventory management, travel arrangements, or vendor management is an advantage.

Willing to work on-site in Jakarta and adapt to changing business and management needs.

What We're Looking For:

We are looking for someone who is organized, reliable, responsive, and proactive someone who can be trusted to make sure things get done without needing to be constantly followed up.

You should be comfortable juggling multiple administrative tasks, coordinating with different stakeholders, solving day-to-day operational issues, and supporting management in a professional manner.