Corporate Secretary & Document Control Assistant

PT ITSEC Asia Tbk; Jakarta Selatan; On-site; IDR 111,600,000 - 167,400,000; Full time

Job summary

PT ITSEC Asia Tbk is looking for a Corporate Secretary Support to assist in Board Meetings and manage corporate documentation. The role involves preparing and archiving legal documents and maintaining audit readiness.

The ideal candidate holds a bachelor’s degree and has 1-3 years of experience in Corporate Secretary administration, preferably in a publicly listed company. Proficiency in English is required to navigate cross-border operations.

Qualifications

• Minimum 1-3 years of working experience in Corporate Secretary administration or Document Control.
• Familiarity with capital market reporting portals and e-voting platforms is advantageous.
• Excellent business writing, editing, and archiving skills.

Responsibilities

• Assist in preparing Board Meetings, Commissioners Meetings, and General Meetings.
• Manage and archive Minutes of Meetings and corporate documents.
• Ensure company remains 'Audit-Ready' 365 days a year.

Skills

Business writing

Document control principles

Microsoft Office Suite

Capital market reporting portals

Handling sensitive corporate information

Proactive adaptability

English proficiency

Education

Bachelor’s Degree in Business Administration, Law, Management, or related field

Tools

eASY.KSEI

ISO 9001

ISO/IEC 27001

ISO 14001

Document management systems

Job description

1. Corporate Secretary Support & Capital Market Compliance

• Assist in the preparation and organization of Board of Directors Meetings, Board of Commissioners Meetings, and General Meetings of Shareholders (RUPS), including the utilization of eASY.KSEI.
• Draft, manage, and archive Minutes of Meetings (MoM) and other corporate legal documents systematically.
• Assist the Corporate Secretary in preparing mandatory public disclosures, Annual Reports, and Sustainability Reports in accordance with Good Corporate Governance (GCG) principles.
• Support the administrative submission of online reporting to regulators such as OJK and IDX via SPE-IDXNet.
• Act as administrative support in liaising with external stakeholders, including Notaries, Stock Administration Bureaus (BAE), and KSEI.

2. Document Control & ISO Audit Readiness

• Act as the central point for managing and controlling all Integrated Management System (IMS) documentation, specifically for ISO 9001, ISO/IEC 27001, and ISO 14001.
• Ensure all ISO manuals, Standard Operating Procedures (SOPs), and records are continuously updated, properly indexed, safely stored, and easily retrievable.
• Maintain strict version control of corporate policies to prevent non-conformity during internal and external surveillance audits.
• Ensure that the company remains 'Audit-Ready' 365 days a year by maintaining flawless document trails.

• Bachelor’s Degree (S1) in Business Administration, Law, Management, or a related administrative field.
• Minimum 1-3 years of working experience in Corporate Secretary administration, Document Control, or Compliance Administration. Experience in a Publicly Listed Company (Tbk) is highly preferred.
• Familiarity with capital market reporting portals (e.g., SPE-IDXNet) and e‑voting platforms (e.g., eASY.KSEI) is a strong advantage.
• Solid understanding of document control principles, preferably with exposure to ISO 9001 (Quality) and ISO 27001 (Information Security) frameworks.
• Excellent business writing, editing, and archiving skills.
• Proficient in using Microsoft Office Suite and document management systems.
• Capable of handling massive documentation without errors, as audit trails are critical in the cybersecurity industry.
• Proven ability to handle highly sensitive corporate information and support the Whistleblowing/Data Protection ecosystem securely.
• Proactive and able to adapt to fast‑paced regulatory changes and operational demands.
• Good command of written and spoken English, given the cross‑border nature of the company's operations.