Executive, Admin

PaxOcean; Indonesia; On-site; IDR 66,960,000 - 133,920,000; Full time

Job summary

PaxOcean Group is seeking an Executive Secretary to provide essential administrative and secretarial support to management. The role focuses on coordinating schedules, meetings, correspondence, and confidential records to ensure professional daily operations.

The ideal candidate will have a Bachelor's degree in Business Administration or related field, 2–3 years of relevant experience, and strong English communication. Proficiency in MS Office and excellent organizational skills are required.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, Management, or a related field.
• Preferably 2–3 years of secretarial, administrative, or executive support experience.
• 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 with a professional, 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.

Responsibilities

• Manage management's schedules, appointments, meetings, and travel arrangements.
• Coordinate meetings, prepare agendas, distribute materials, and record minutes and action items.
• Prepare, review, and manage correspondence, reports, presentations, and administrative documents.
• Handle incoming and outgoing communications, including emails and phone calls.
• Organize and maintain confidential files, records, and correspondence.
• Coordinate with departments to follow up on pending matters and requests.
• Arrange logistics for meetings and company events, including visitor coordination.
• Assist with document preparation, filing, and data entry tasks as required.
• Handle sensitive information with discretion and confidentiality.
• Perform other secretarial duties as assigned by management.

Skills

Secretarial

Executive support

Administration

Communication

Education

Bachelor's degree in Business Administration

Tools

MS Office

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