Executive Assistant

Arethia; Indonesia; On-site; IDR 180,000,000 - 300,000,000; Full time

Job summary

Arethia in Indonesia is seeking an experienced Executive Assistant to provide high-level administrative and coordination support to the Sales, R&D, and Management teams. You will ensure accurate handling of CRM updates, quotations, purchase requisitions, reimbursements, and other admin tasks.

In this role you will coordinate cross-functional activities with multiple departments, manage logistics for samples, trips, accommodations, and visitor arrangements, and organize management meetings with

Qualifications

• Minimum 5 years in administrative, executive assistant, or secretarial roles.
• Proficient in English (written and spoken).
• Excellent organizational and time management skills.
• Proactive and adaptable with strong interpersonal skills.

Responsibilities

• Provide administrative support for Sales, R&D, and Management teams, including CRM updates, quotations, purchase requisitions, and reimbursements.
• Coordinate cross-functional activities with Sales, R&D, QA, QC, Finance, and other departments to ensure requests and projects are followed up.
• Manage logistics for samples, business trips, accommodations, and arrangements for visitors, clients, and internal stakeholders.
• Organize management meetings, prepare meeting materials and memos, and ensure management decisions are documented and followed up.
• Serve as a key contact for the HFMI Call Center and support clear, timely communication with stakeholders.

Skills

English Proficiency

Organizational Skills

Communication Skills

MS Office

Tools

Microsoft Office

Job description

As an Executive Assistant, you will provide administrative and coordination support to the Sales, R&D, and Management teams. You will ensure that daily activities, documentation, logistics, and follow-ups are handled accurately and efficiently.

Your Mission

• Provide Administrative Support
  Ensure smooth and accurate administrative support for the Sales, R&D, and Management teams, including CRM updates, quotations, purchase requisitions, and reimbursements.
• Coordinate Cross-Functional Activities
  Coordinate with Sales, R&D, QA, QC, Finance, and other departments to ensure requests, projects, and daily activities are properly followed up and completed.
• Manage Logistics & Business Arrangements
  Coordinate sample shipments, business trips, accommodations, and arrangements for visitors, clients, and internal stakeholders.
• Support Management Activities
  Organize management meetings, prepare meeting materials and memos, and ensure management decisions are properly documented and followed up.
• Ensure Effective Communication
  Serve as a key contact person for the HFMI Call Center and support clear, timely, and professional communication with internal and external stakeholders.

Minimum Qualifications

• Minimum 5 years of experience in a similar administrative, executive assistant, or secretarial role, preferably in a sales or business environment.
• Proficient in English, both written and spoken.
• Excellent organizational and time management skills, with the ability to prioritize tasks and work effectively under pressure.
• Strong communication and interpersonal skills, with the ability to interact professionally with various stakeholders.
• Proficient in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
• Strong attention to detail, with the ability to work accurately and efficiently.
• Proactive, adaptable, and willing to take on a variety of tasks and responsibilities.

Preferred Qualifications

Proficiency in Mandarin, both written and spoken, is an advantage

About us

At Arethia, we fuse our long-standing reputation with a continual push for progress. A rapidly expanding player in the flavour industry, Arethia specialises in delivering innovative taste solutions and co-creating products that consumers love. For more than 70 years, Arethia has been known for its close collaboration with customers and the highest quality standards. With over 350 employees spread across Germany, Switzerland, Dubai, and Indonesia, we aim to shape the future of flavours with a culture that values agility, transparency, and talent.