Executive, Admin

PaxOcean Group; Batam; On-site; IDR 70,000,000 - 140,000,000; Full time

Job summary

PaxOcean Group is seeking an Executive Secretary to deliver comprehensive secretarial and administrative support to management, ensuring smooth coordination of daily activities. The role entails managing calendars, arranging meetings, and preparing reports while upholding confidentiality and professionalism.

The ideal candidate holds a Diploma or Bachelor's degree in a related field, with 2–3 years of experience in similar roles. Strong English skills and proficiency in MS Office are required.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, Management, or related field.
• 2–3 years of secretarial or executive support experience.
• Fresh graduates may be considered.
• Proficient in English (written and spoken).
• Strong written and verbal communication skills.
• Proficient in Microsoft Office applications.

Responsibilities

• Manage management's schedules, appointments, meetings, and travel arrangements.
• Coordinate meetings, prepare agendas, distribute materials, and record minutes.
• Prepare, review, and manage correspondence, reports, and presentations.
• Handle incoming and outgoing communications (emails, calls, requests).
• Organize and maintain confidential files and records.
• Coordinate with departments to follow up on pending matters and actions.
• Assist in preparing meeting rooms and arranging logistics for events.
• Support data entry, filing, and other admin tasks.
• Maintain confidentiality and handle sensitive information discreetly.
• Perform other secretarial duties as assigned by management.

Skills

Organizational skills

Communication

Multitasking

Discretion

Education

Diploma or Bachelor's degree in Business Administration, Secretarial Studies, Management, or related field

Tools

Microsoft Word

Excel

PowerPoint

Job description

Job Summary

The Executive, Secretary is responsible for providing secretarial and administrative support to management to ensure the smooth and efficient coordination of daily activities. The role involves managing schedules, arranging meetings, preparing correspondence and reports, maintaining records, and coordinating communication with internal and external stakeholders while ensuring professionalism, accuracy, and confidentiality.

Key Responsibilities

• Manage management's schedules, appointments, meetings, and business travel arrangements.
• Coordinate meetings, prepare agendas, distribute meeting materials, and record meeting minutes and action items.
• Prepare, review, and manage correspondence, reports, presentations, and other administrative documents.
• Handle incoming and outgoing communications, including emails, telephone calls, and requests from internal and external parties.
• Organize and maintain confidential files, records, documents, and correspondence in an orderly manner.
• Coordinate with relevant departments to follow up on pending matters, meeting actions, and management requests.
• Assist in preparing meeting rooms, coordinating visitors, and arranging logistics for business meetings and company events.
• Support document preparation, filing, data entry, and other administrative tasks as required.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Perform other secretarial and administrative duties as assigned by management.

Key Requirements

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, Management, or a related field.
• Preferably 2-3 years of experience in secretarial, administrative, or executive support roles.
• Fresh graduates with strong organizational and communication skills may also be considered.
• Good command of English, both written and spoken.
• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills, with a professional and service-oriented attitude.
• High attention to detail, discretion, and ability to handle confidential information.
• Proactive, well-organized, and able to work independently while managing multiple priorities.

Education

Bachelors in Business Administration