Executive Assistant

SBS Group; Kudus; On-site; IDR 180,000,000 - 300,000,000; Full time

Job summary

SBS Group is seeking an Executive Assistant to provide direct support to the Directors by managing schedules, coordinating meetings and travel, and preparing reports and materials for management review.

The ideal candidate brings 4–5 years of EA experience, strong organizational and communication skills, and the ability to handle confidential information across multiple departments. Bahasa Indonesia fluency is essential, with English as a plus.

Qualifications

• Minimum 4–5 years in executive support or EA roles.
• Experience managing complex schedules across multiple departments.
• Excellent written and verbal communication in Bahasa Indonesia; English is an advantage.
• Strong ability to summarize information and prepare concise reports for management.
• High level of integrity and discretion when handling confidential information.

Responsibilities

• Manage the Directors’ calendars, prioritising meetings and travel.
• Prepare meeting agendas and gather materials in advance.
• Record decisions, assign owners, and track deadlines.
• Monitor follow-ups and obtain updates before deadlines.
• Consolidate departmental information into concise reports for Directors.
• Communicate professionally with external parties, including suppliers and partners.
• Handle correspondence, travel arrangements, and other administrative tasks for Directors.
• Maintain strict confidentiality of company and executive information.

Skills

Organizational skills

Communication

Prioritization

Confidentiality

Bahasa Indonesia proficiency

English proficiency (advantage)

Education

Bachelor’s degree preferred

Diploma (D3) acceptable with applicable experience

Tools

Microsoft Excel

Google Sheets

Calendar applications

Presentation tools

Job description

Role Description The Executive Assistant will provide direct support to the Directors by managing schedules, coordinating meetings and business travel, preparing reports and meeting materials, and ensuring timely follow-up on key action items across departments.

This role requires strong organizational skills, sound judgement, and the ability to communicate effectively with both internal and external stakeholders. The Executive Assistant will also be responsible for consolidating important information for management review, monitoring deadlines, handling executive correspondence, and maintaining a high level of confidentiality.

The ideal candidate is proactive, detail-oriented, highly organized, and capable of working effectively in a fast-paced, multi-department environment.

Key Responsibilities

• Manage the Directors’ calendars, including prioritizing meetings, business travel, and preparation time.
• Prepare meeting agendas, gather relevant materials, and ensure all necessary information is available prior to meetings.
• Record key meeting decisions, including responsible persons, action items, and deadlines.
• Monitor follow-up actions and proactively obtain updates from relevant departments before deadlines.
• Consolidate information from various departments into concise reports for the Directors, highlighting progress, key issues, and matters requiring management decisions.
• Communicate and coordinate professionally with external parties, including suppliers, prospective suppliers, notaries, and other business partners.
• Handle correspondence, business travel arrangements, and other administrative matters that support the Directors’ activities.
• Maintain strict confidentiality of company and executive information.

Qualifications

• Minimum 4–5 years of experience as an Executive Assistant, Executive Secretary, Personal Assistant to a Director, or in a similar role supporting senior management.
• Proven experience managing complex schedules, preparing meetings, and monitoring follow-up actions across multiple departments.
• Strong professional communication skills with both internal and external stakeholders, including managers, suppliers, and business partners.
• Proactive, highly organized, detail-oriented, and able to prioritize effectively, with good judgment on when matters need to be escalated to the Directors.
• Excellent written and verbal communication skills in Bahasa Indonesia. English proficiency is an advantage.
• Strong ability to summarize complex information and prepare clear, concise reports to support decision-making.
• Proficient in Microsoft Excel or Google Sheets, document and presentation tools, email, and digital calendar applications.
• High level of integrity and discretion when handling sensitive and confidential information.
• Bachelor’s degree is preferred. Diploma (D3) candidates with strong relevant experience and capabilities will also be considered.
• Experience working in a multi-branch or multi-location company is an advantage.