Executive Assistant/ Operations Assistant/ Virtual Assistant

Scale Jet; Jakarta Pusat; On-site; IDR 180,000,000 - 300,000,000; Full time

Job summary

voilechic.com is seeking a proactive Executive Assistant to support the CEO with personal and business tasks. This 50/50 blend requires anticipation, organization, and initiative to keep operations running smoothly behind the scenes so the CEO can focus on strategic priorities.

Duties include managing tasks, emails and calendars, arranging travel, coordinating staff, and supporting small projects. Requires 9 AM–6 PM EST availability, remote work, and comfort with both Islamic practices and

Qualifications

• Proven experience as an Executive Assistant.
• Highly organized, proactive and able to work independently.
• Available 9 AM–6 PM EST, with after-hours flexibility if needed.

Responsibilities

• Routine and task management, anticipating needs and resolving issues.
• Email, calendar and communication management with proactive updates.
• Travel and event arrangements, including itineraries.
• Administrative support and team coordination, handling ad-hoc tasks.
• Project assistance and vendor research as requested.

Skills

Executive support

Calendar management

Travel planning

Proactive mindset

Independent worker

Job description

Executive Assistant/ Operations Assistant/ Virtual Assistant

Job Openings Executive Assistant/ Operations Assistant/ Virtual Assistant

About the job Executive Assistant/ Operations Assistant/ Virtual Assistant

We're looking for a proactive and flexible Executive Assistant to support the CEO of an eCommerce company voilechic.com with both personal and business tasks. This role is a 50/50 blend of responsibilities, requiring someone who can anticipate needs, stay organized, and take initiative to keep everything running effortlessly behind the scenes, allowing the CEO to focus on bigger priorities without distractions.

Key responsibilities:

1. Routine and task management:

• Anticipate the CEO's needs by identifying and resolving issues before they arise.
• Handle personal appointments, errands, and time-sensitive administrative matters, minimizing distractions for the CEO.

2. Email, calendar, and communication management:

• Manage and prioritize the CEO's emails, handling routine correspondence independently when possible.
• Oversee calendar scheduling, coordinating and preparing for meetings, and ensuring timely follow-ups.
• Provide proactive daily check-ins and regular updates via WhatsApp or phone to keep the CEO informed and address potential issues.

3. Travel and event arrangements:

• Book and manage all travel arrangements, including flights, accommodations, and itineraries (for travel occurring every couple of months).
• Organize and prepare for personal and business-related events, ensuring seamless execution.

4. Administrative support and team coordination:

• Act as the primary point of contact for all administrative staff, ensuring a well-organized and efficient work environment.
• Delegate tasks to the appropriate team members, monitor progress, and resolve minor issues to keep day-to-day operations running smoothly.
• Manage ad-hoc business and personal administrative tasks, such as filing, document preparation, and procurement.

5. Project assistance and special initiatives:

• Support on small business‑related projects, including organizing materials, scheduling travel or meetings, and managing timelines.
• Conduct basic research and provide brief summaries on topics or vendors as requested to assist with decision‑making.

Requirements:

• Proven experience as an Executive Assistant
• Proactive in anticipating the CEOs needs and resolving issues before they arise
• Highly organized, detail-oriented, and able to work independently with minimal oversight
• Available from 9 AM to 6 PM EST, with flexibility after hours if needed
• Strong understanding of both Islamic practices and Western culture is essential
• Reliable internet connection and ability to work remotely

The main goal is to make the CEOs life easier by taking care of both personal and business admin tasks, keeping everything organized and running smoothly without needing a lot of hand-holding. If you're proactive, resourceful, and love working independently,