Executive Assistant (Mandarin Speaker)

ASIX; Jakarta Pusat; On-site; IDR 279,000,000 - 446,400,000; Full time

Job summary

ASIX is seeking a Mandarin-speaking Executive Assistant to support our Directors in Jakarta. You will manage calendars, travel arrangements, and confidential matters while serving as the first point of contact for internal and external stakeholders in Mandarin, English and Bahasa Indonesia.

This role requires a Bachelor’s degree, at least 5 years of executive or personal assistant experience, and excellent organization with discretion.

Qualifications

• Bachelor’s degree in any field.
• Minimum 5 years of experience in an executive or personal assistant role.
• Fluent in English and Bahasa Indonesia with interpretation experience.

Responsibilities

• Manage Directors' calendars, meetings and appointments; resolve conflicts and reschedule as needed.
• Prepare daily briefings with agendas, participants and materials; send invitations.
• Arrange domestic and international travel; prepare itineraries and manage expenses.

Skills

Mandarin fluency

English fluency

Bahasa Indonesia

Discretion

Communication

Education

Bachelor's degree

Tools

Microsoft 365

Google Workspace

Zoom

Job description

ASIX is looking for a Mandarin-speaking Executive Assistant to support our Directors. You’ll keep the Directors’ offices running smoothly: managing schedules, travel, communications and confidential matters, and acting as the first point of contact for internal and external stakeholders.

What you’ll do

• Manage the calendars, meetings and appointments of the Directors. Resolve conflicts and reschedule proactively.
• Prepare daily briefings (agenda, participants, materials) and send invitations.
• Book domestic and international travel (flights, hotels, transport, visas, insurance), prepare itineraries, and reconcile travel advances and expenses.
• Screen and manage calls, emails and messages (WeChat, WhatsApp, email), and escal… urgent matters.
• Draft and proofread correspondence in Mandarin, English and Bahasa Indonesia, and provide consecutive interpretation when needed.
• Prepare presentations, reports and memos. Take and distribute meeting minutes and follow up on action items.
• Plan management meetings, company events, business visits and site tours, including hospitality and briefing packs.
• Maintain relationships with key partners and clients and keep the contact database updated.
• Process expense claims, reimbursements and petty cash, and prepare purchase requests with Finance and GA.
• Manage physical and digital filing confidentially and track contracts and renewals.
• Handle sensitive information with full discretion and comply with company policy and data protection rules.

What we’re looking for

• Mandarin speaker (spoken and written) is a must. You’ll handle correspondence, calls and interpretation in Mandarin daily.
• Bachelor’s degree (S1) in any field.
• Minimum 5 years of experience in an executive or personal assistant role.
• Fluent in English and Bahasa Indonesia. Experience with consecutive interpretation and business translation.
• Skilled in calendar and travel management, document drafting, minute-taking, M365, Google Workspace and Zoom.
• Highly discreet, proactive, detail-oriented, and able to multitask and stay composed under pressure.
• Strong stakeholder management and professional communication, with good grooming and presentation.