Executive Assistant

Hertz Flavors Makmur Indonesia; Indonesia; On-site; IDR 150,000,000 - 210,000,000; Full time

Job summary

Hertz Flavors Makmur Indonesia is seeking an Executive Assistant to provide administrative and coordination support to the Sales, R&D, and Management teams. You will help ensure daily activities, documentation, logistics, and follow-ups are handled accurately and efficiently.

Responsibilities include CRM updates, quotations, purchase requisitions, reimbursements, coordinating cross‑functional projects, arranging travel and meetings, and ensuring management decisions are documented and followed

Qualifications

• Minimum 5 years in administrative, executive assistant, or secretarial role.
• Proficient in English, both written and spoken.
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Proactive, adaptable, detail-oriented.
• Mandarin proficiency preferred.

Responsibilities

• Provide administrative support for Sales, R&D, and Management.
• Coordinate cross-functional activities across departments.
• Manage logistics and travel arrangements for meetings and visits.
• Support management activities and prepare meeting materials.
• Serve as a communication hub with internal and external stakeholders.

Skills

Organizational skills

Time management

Clear communication

Interpersonal skills

Proactive/adaptable

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

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

Hertz Flavors is an internationally oriented, globally leading, medium-sized company in the chemical industry, specialized in the development and production of flavors. For over 65 years, we have been developing customized product solutions in collaboration with our customers from our location near Hamburg. As an expanding and agile company with a highly motivated team, we are continuously growing and looking for new team members.

Hertz Flavors is an internationally oriented, globally leading, medium-sized company in the chemical industry, specialized in the development and production of flavors. For over 65 years, we have been developing customized product solutions in collaboration with our customers from our location near...