Executive Assistant for Director

Normi International; Daerah Khusus Ibukota Jakarta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading company in the hospitality and retail sector seeks an Executive Assistant to support the Director. The ideal candidate should possess strong communication and organizational skills, with a minimum of three years of experience in supporting senior leadership. This role will involve managing complex schedules and maintaining confidentiality while ensuring smooth office operations.

Qualifications

• Minimum 25 years old with 3 years of experience.
• Fluency in English and Mandarin is required.
• Proactive and able to work under pressure with a pleasant disposition.

Responsibilities

• Provide high-level administrative support.
• Manage travel arrangements and schedules for the Director.
• Organize meetings, manage correspondence, and complete special assignments.

Skills

Communication

Organizational

Time management

Multitasking

Discretion

Education

Bachelor's degree in accounting or finance

Job description

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Reporting directly to the Director, an Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a professional mannerism in dealing with a variety of situations, possess strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work in a team on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings

Arrange corporate dinners and other functions/events

Answer questions and meeting requests directed to the Director

Devise and maintain office systems, including data management and filing of the Director’s office, corporate office and other subsidiaries, as and when required

Complete a broad variety of administrative tasks for the Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

Handle the full spectrum of travel arrangements including flight arrangements, hotel accommodations, visa applications and travel itineraries (business, personal and leisure) of Director

Assist to arrange travel, visas and accommodations and other Senior Management team, as and when necessary

Provide efficient and professional secretarial support by managing the diary and meetings, managing all incoming/outgoing correspondences : screen phone calls, inquiries and requests, and handle them appropriately

Responsible for organizing meetings and conference calls, recorder of minutes with responsibility for transcription and distribution to participants

Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans

Produce and prepare documents, briefing papers, reports and presentations for Director’s meetings at corporate level and personal basis

Able to maintain strict confidentiality and interact professionally, establish and maintain effective communication, coordination and good rapport with Company personnel and with management.

Monitor, track and follow up on documentation, case files or other assignments to ensure appropriate timelines are met and actions completed.

Improve quality results by studying, reviewing, evaluating and re-designing of operating practices

Assist to oversee smooth operation of the corporate Headquarters

Ensure office supplies inventory are adequate

Ensure operation of tools and equipment are in working order

Ensure preventive maintenance programme is in place and that regular maintenance is carried out

Housekeeping/general maintenance of office premise

Doing research, providing phone support, arranging transportation and managing all e-mails and correspondence

Willing to travel and to stay overseas periodically with flexible duration of time

Assist with other personal tasks and other ad-hoc duties as and when assigned by the management

Track, manage tasks, deadlines and follow-ups

Requirements:

Minimum 25 years old with 3 (three) years of experience as Executive Assistant, Personal Assistant, or similar role supporting C-suite or senior leadership

Bachelor's degree in accounting or finance from reputable university

Excellent written and verbal communication skills with accurate reporting skills

Good organizational and time management skills with good initiative and ability to multi-task, the ability to prioritize tasks and delegate when necessary

Fluency in English and Mandarin

Ability to drive and having active driving license (SIM A)

Flexibility and adaptability

Tact and diplomacy

Proactive, meticulous and able to work under pressure and tight deadlines with positive working attitude and have a pleasant disposition

Discretion and have an understanding of confidentiality issues

Work a flexible schedule, including long hours, nights and weekends

Able to work independently and exercise good judgement

Unlock job insights

Salary match Number of applicants Skills match

Your application will include the following questions:

What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as a Personal Assistant to the Director? How many years' experience do you have as an Executive Assistant? Which of the following Microsoft Office products are you experienced with? Which of the following languages are you fluent in? How much notice are you required to give your current employer? Are you available to travel for this role when required?

Hospitality & Tourism 101-1,000 employees

NORMI Group is privately owned, based on the love of fashion, retail, F&B and lifestyle, fully integrated company currently encompassing 5 brands and acquiring for more.

Demonstrating a dream big, above and beyond expectation philosophies, the group has retail presence currently spans into a growing markets in Indonesia, Singapore, and Australia.

The F&B brands that under Normi International Group include Australian legendary steaks and ribs HURRICANE'S GRILL and specialty coffee roasters TOBY'S ESTATE.

NORMI Group is privately owned, based on the love of fashion, retail, F&B and lifestyle, fully integrated company currently encompassing 5 brands and acquiring for more.

Demonstrating a dream big, above and beyond expectation philosophies, the group has retail presence currently spans into a growing markets in Indonesia, Singapore, and Australia.

The F&B brands that under Normi International Group include Australian legendary steaks and ribs HURRICANE'S GRILL and specialty coffee roasters TOBY'S ESTATE.

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What can I earn as an Executive Assistant