Executive Assistant

Arethia; Kota Mojokerto; On-site; IDR 120,000,000 - 180,000,000; Full time

Job summary

Arethia is seeking an experienced Executive Assistant to provide administrative and coordination support to the Sales, R&D, and Management teams. You will manage documentation, meetings, and logistics to keep daily operations running smoothly.

You will coordinate cross-functional activities, handle travel and visitor arrangements, prepare meeting materials, and serve as a key contact for internal and external stakeholders, ensuring timely, professional communication.

Qualifications

• 5 years of experience in an administrative, executive assistant, or secretarial role (preferably in sales or business).
• Proficient in English, both written and spoken.
• Excellent organizational and time management skills with the ability to prioritize tasks under pressure.
• Strong communication and interpersonal skills for professional stakeholder interactions.
• Proficient in Microsoft Word, Excel, and PowerPoint.

Responsibilities

• Provide Administrative Support for the 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 follow-up and completion of requests and projects.
• Manage logistics and business arrangements including sample shipments, trips, accommodations, and arrangements for visitors and clients.
• Support management activities by organizing meetings, preparing materials and memos, and ensuring decisions are documented and followed up.
• Ensure effective communication as a key contact for the HFMI Call Center and with internal and external stakeholders.

Skills

Executive Support

English Proficiency

Organizational Skills

Communication Skills

MS Office

Tools

Microsoft Office

Job description

Role 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

Why you'll love working here

Our Process

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