EXECUTIVE ASSISTANT/PERSONAL ASSISTANT

VAN VER HOLDING; Surabaya ꦱꦸꦫꦧꦪ; On-site; IDR 120,000,000 - 240,000,000; Full time

Job summary

VAN VER HOLDING in Surabaya is seeking an experienced Executive Assistant to support the CEO with calendar management, meeting coordination, travel planning, and document handling.

You will be the primary liaison with internal and external stakeholders, draft confidential materials, take meeting minutes, and help drive strategic initiatives while maintaining discretion and composure under pressure.

Qualifications

• Fluent in English, both spoken and written.
• Mandarin proficiency is a plus.
• Detail-oriented, well-organized, and able to manage tasks efficiently.
• Based in Surabaya preferred;
• Basic knowledge of Finance & Accounting or Legal is a plus;
• Willing to travel when required;
• Able to maintain confidentiality and handle sensitive information with a high level of trust;
• Able to work under pressure and manage multiple tasks simultaneously.

Responsibilities

• Manage the CEO's calendar, meetings, and appointments, including prioritization and scheduling conflicts resolution;
• Coordinate and prepare materials for meetings, presentations, and reports on behalf of the CEO;
• Act as the primary point of contact between the CEO and internal/external stakeholders;
• Handle correspondence, including emails, letters, and other communications, ensuring timely and professional responses;
• Organize domestic and international travel arrangements, including itineraries, accommodation, and logistics;
• Draft, review, and manage confidential documents, contracts, and reports as needed;
• Take minutes during meetings and follow up on action items to ensure timely execution;
• Support strategic projects and initiatives by conducting research, compiling data, and coordinating with relevant teams;
• Manage and maintain filing systems, both physical and digital, ensuring easy access to important documents;
• Anticipate the CEO's needs and proactively resolve issues to optimize their time and productivity.

Skills

Fluent English

Mandarin

Detail-oriented

Well-organized

Task management

Confidentiality

Pressure handling

Willing to travel

Job description

Fluent in English, both spoken and written;

Mandarin proficiency is a plus;

Detail-oriented, well-organized, and able to manage tasks efficiently;

Based in Surabaya preferred;

Basic knowledge of Finance & Accounting or Legal is a plus;

Willing to travel when required;

Able to maintain confidentiality and handle sensitive information with a high level of trust;

Able to work under pressure and manage multiple tasks simultaneously.

Job Description:

Manage the CEO's calendar, meetings, and appointments, including prioritization and scheduling conflicts resolution;

Coordinate and prepare materials for meetings, presentations, and reports on behalf of the CEO;

Act as the primary point of contact between the CEO and internal/external stakeholders;

Handle correspondence, including emails, letters, and other communications, ensuring timely and professional responses;

Organize domestic and international travel arrangements, including itineraries, accommodation, and logistics;

Draft, review, and manage confidential documents, contracts, and reports as needed;

Take minutes during meetings and follow up on action items to ensure timely execution;

Support strategic projects and initiatives by conducting research, compiling data, and coordinating with relevant teams;

Manage and maintain filing systems, both physical and digital, ensuring easy access to important documents;

Anticipate the CEO's needs and proactively resolve issues to optimize their time and productivity.