Executive Assistant

Universitas Sumatera Utara; Kota Medan ᯔᯩᯑᯉ᯲; In loco; IDR 72.000.000 - 120.000.000; Tempo pieno

Descrizione del lavoro

Universitas Sumatera Utara in Medan seeks a diligent Executive Assistant to provide comprehensive administrative support to senior leadership on-site. You will manage calendars, coordinate meetings and travel, prepare presentations and reports, and maintain meticulous records to ensure efficient operations.

Ideal candidates bring strong communication skills, confidentiality, and a proven ability to organize, prioritize, and work collaboratively in a fast-paced academic environment at USU.

Competenze

• Experience in executive and administrative support, including calendar and document handling.
• Ability to prepare reports, presentations, and confidential materials for senior leadership.
• Experience with expense reports, tracking, reconciliation and budgeting support.
• Excellent written and verbal communication with internal and external stakeholders.
• Strong organizational and time-management skills with attention to detail.
• Proficiency with office productivity software (word processing, spreadsheets, presentations).
• Bachelor's or diploma in Administration, Management, Communications, or related field preferred.
• Ability to maintain confidentiality and work independently in an academic environment.

Mansioni

• Manage calendars, schedule meetings, and coordinate travel and events.
• Prepare presentations and reports; maintain organized records and filing systems.
• Draft official communications and support stakeholder coordination.
• Assist with expense tracking, reporting, and basic budgeting support.
• Support special projects and streamline administrative processes to improve productivity.
• Handle correspondence with internal and external parties with professionalism.

Conoscenze

Calendar management

Meeting coordination

Document handling

Communication skills

Organizational skills

Time management

Office productivity software

Formazione

Bachelor's or Diploma in Administration/Management/Communications

Descrizione del lavoro

Company Description

Universitas Sumatera Utara (USU) is a public university located in Medan, North Sumatera, Indonesia, with its main campus in Padang Bulan near the city center on a 122-hectare area. To support growing student enrollment and academic activities, USU is developing a second campus in Kwala Bekala covering 300 hectares. Established in 1952 and inaugurated as Indonesia’s seventh state university in 1957, USU has a long-standing reputation in higher education. In 2018, the university received an A (Very Good) accreditation from the Indonesian National Accreditation Body of Higher Education (BAN-PT), placing it among the top-rated campuses in Indonesia. USU offers a dynamic environment for academic, administrative, and professional staff to contribute to high-quality education and institutional development.

Role Description

The Executive Assistant is a full-time, on-site role based in Medan, responsible for providing comprehensive administrative and executive support to senior leadership at Universitas Sumatera Utara. Day-to-day tasks include managing calendars, scheduling meetings, coordinating travel and events, preparing presentations and reports, and maintaining organized records and filing systems. The role involves handling correspondence, drafting official communications, and supporting internal and external stakeholder coordination to ensure efficient executive operations. The Executive Assistant will also assist with expense tracking and reporting, support special projects, and help streamline administrative processes to enhance productivity and decision-making. This position requires a high level of professionalism, discretion, and attention to detail in a fast-paced academic environment.

Qualifications

• Candidates should possess strong Executive Administrative Assistance and Administrative Assistance skills, including calendar management, meeting coordination, and document handling.
• Candidates should possess solid Executive Support capabilities, including preparing reports, presentations, and confidential materials for senior leadership.
• Candidates should possess experience with Expense Reports, including accurate tracking, reconciliation, and basic budgeting support.
• Candidates should possess excellent Communication skills, both written and verbal, for interacting with internal and external stakeholders in a clear and professional manner.
• Relevant qualifications include strong organizational and time-management abilities, proficiency with office productivity software (e.g., word processing, spreadsheets, presentations), and meticulous attention to detail.
• A diploma or bachelor’s degree in Administration, Management, Communications, or a related field is preferred, along with prior experience in an executive assistant or similar administrative role.
• Ability to maintain confidentiality, exercise sound judgment, work independently and collaboratively, and adapt to changing priorities within an academic institution.