Executive Assistant

R17 Group; Jakarta Selatan; On-site; IDR 120,000,000 - 180,000,000; Full time

Job summary

R17 Group in Jakarta Selatan is seeking an Executive Assistant to the Board to manage calendars, organize meetings, and coordinate travel to support governance. You will prepare materials, take minutes, and handle confidential communications with discretion.

You will liaise with senior management and external partners, ensure timely action on decisions, and assist with special projects and events for the Board.

Responsibilities

• Manage and maintain the Board Member’s calendars, ensuring meetings, events, and travel are scheduled and prioritized.
• Prepare meeting materials, presentations, and reports with accuracy and confidentiality.
• Organize Board and management meetings, including agenda preparation, documentation, and minute-taking.
• Follow up on key actions and decisions from Board and leadership meetings to ensure timely execution.
• Handle confidential correspondence, contracts, and internal communications with discretion.
• Act as liaison between the Board, senior management, and external partners, ensuring effective communication.
• Coordinate complex travel arrangements, including itineraries, logistics, and expense management.
• Support governance processes, such as maintaining Board documents, approvals, and compliance materials.
• Conduct light research and data gathering to prepare executive summaries or background information as required.
• Assist with special projects and events on behalf of the Board, ensuring smooth coordination and high-quality execution.
• Execute all purchase settlements of expenses related to Board member’s usage in daily operations.
• Managing day-to-day operation of services to all Board members including mobilizations, dining preparations and other arrangements with General Affairs & Human Capital.
• Ensuring condition of Board member’s residences, formalities and families by coordinating with General Affairs Department.
• Assisting Board members in conducting visits and activities related to Company Clients & Guests such as Networking, Seminars and Business Meetings

Job description

• Manage and maintain the Board Member’s calendars, ensuring all meetings, events, and travel plans are efficiently scheduled and prioritized.
• Prepare meeting materials, presentations, and reports, ensuring accuracy, completeness, and confidentiality.
• Organize and coordinate Board and management meetings, including agenda preparation, documentation, and minute-taking.
• Follow up on key action items and decisions from Board and leadership meetings to ensure timely execution.
• Handle confidential correspondence, contracts, and internal communications with professionalism and discretion.
• Act as liaison between the Board, senior management, and external partners, ensuring effective and professional communication.
• Coordinate complex travel arrangements, including itineraries, logistics, and expense management.
• Support corporate governance processes, such as maintaining Board documents, approvals, and compliance-related materials.
• Conduct light research and data gathering to prepare executive summaries or background information as required.
• Assist with special projects and events on behalf of the Board, ensuring smooth coordination and high-quality execution.
• Execute all purchase settlements of expenses related to Board member’s usage in daily operations.

Ad-hoc Functions:

• Managing day-to-day operation of services to all Board members including mobilizations, dining preparations and other arrangements related to Board member’s activities. with General Affairs & Human Capital departments.
• Ensuring condition of Board member’s residences, formalities and families by coordinating with General Affair Department.
• Assiting Board member’s in conducting visits and other activities related to Company Clients & Guests such as Networking, Seminars and Business Meetings