Executive Assistant & Operations Coordinator

PT Henkel Indonesien; Tangerang; On-site; IDR 133,920,000 - 200,880,000; Full time

Job summary

PT Henkel Indonesien is seeking an experienced Administrative Support professional to manage calendars, coordinate meetings, handle travel logistics, and maintain confidential communications for executives.

You will coordinate vendor relationships, facilities, events, and general office operations while ensuring compliance with health, safety, and security standards. This role supports Indonesia-based leadership and internal communications.

Responsibilities

• Manage and coordinate executive calendars, appointments, and meetings.
• Arrange internal and external meetings, including preparation of meeting agendas and materials.
• Coordinate business travel arrangements, including flights, accommodation, transportation, visas, and travel itineraries.
• Monitor deadlines and follow up on action items.
• Screen and prioritize emails, correspondence, and phone calls.
• Prepare business correspondence, presentations, reports, and meeting minutes.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain confidentiality of sensitive business information.
• Prepare internal announcements for Country President.
• Support Corporate Communications for Indonesia.
• Organize leadership meetings, town halls, and management reviews.
• Prepare presentation materials and meeting documentation.
• Track and monitor follow-up actions from leadership meetings.
• Manage filing systems and executive records.
• Support document preparation, approvals, and signatures.
• Assist with expense claims and budget tracking for executives.
• Manage daily office operations and administrative activities.
• Ensure office facilities are maintained and operating effectively.
• Coordinate office supplies, stationery, pantry, and workplace services.
• Monitor office cleanliness, security, and maintenance standards.
• Coordinate building maintenance and repair activities.
• Manage relationships with landlords, building management, and facility service providers.
• Ensure compliance with health, safety, and security requirements.
• Support office relocation, renovation, and workspace optimization projects.
• Manage contracts and relationships with office vendors and service providers.
• Obtain quotations, negotiate costs, and monitor vendor performance.
• Process purchase requests, purchase orders, and invoices.
• Ensure timely renewal of service agreements and licenses.
• Support onboarding activities for new employees.
• Coordinate company vehicles, parking arrangements, and visitor management.
• Manage employee welfare programs and office services.
• Assist employees with general administrative inquiries.
• Organize company events, employee engagement activities, training sessions, and celebrations.
• Coordinate logistics for meetings, workshops, and conferences.
• Support CSR and community-related activities.

Job description

PT Henkel Indonesien is seeking an experienced Administrative Support professional to manage calendars, coordinate meetings, handle travel logistics, and maintain confidential communications for executives.

You will coordinate vendor relationships, facilities, events, and general office operations while ensuring compliance with health, safety, and security standards. This role supports Indonesia-based leadership and internal communications.