Executive Assistant to President Director

Talent Search Recruitment - Indonesia; Jakarta Selatan; On-site; IDR 200,880,000 - 379,440,000; Full time

Job summary

Talent Search Recruitment - Indonesia is seeking an Executive Assistant to President Director (Expat) in Jakarta. The role provides high-level administrative, operational, and personal support to the President Director, requiring exceptional organization, proactivity, and discretion, with fluent English communication.

The position covers executive support, expense management, and expat family logistics, including travel coordination, visa processing, and liaising with HR/Legal.

Qualifications

• Bachelor's Degree in Business Administration, Communications, Secretarial Studies, Foreign Languages, or related fields.
• 3–5 years of experience as an Executive Assistant, Personal Assistant, or Secretary supporting C-level Executives or Expats.
• Fluent in written and spoken English; Bahasa Indonesia required for local liaison.
• Strong proficiency in expense tracking, receipt management, and basic financial/budget reporting.
• Exceptional attention to detail, proactive & self-driven, highly organized, and absolute discretion.

Responsibilities

• Executive & Business Support: manage complex calendars across time zones, coordinate meetings, prepare agendas, and take detailed MoMs; draft and finalize documents and presentations in flawless English.
• Expense Management & Financial Reporting: track and compile business/personal expenditures, prepare monthly expense claims and reimbursements, manage vendor payments.
• Personal & Family Logistics (Expat Liaison): assist with household logistics, travel, visa renewals, and expat paperwork in coordination with HR/Legal; oversee daily operations.

Skills

Attention to detail

Proactive mindset

Time management

Discretion

English communication

Education

Bachelor's degree in related fields

Tools

Google Workspace

Microsoft Office

Calendar management tools

AI

Job description

Job Purpose

The Executive Assistant to President Director provides high-level, comprehensive administrative, operational, and personal support to the President Director (Expat). This role requires an exceptionally organized, proactive, and detail-oriented professional who can seamlessly manage both corporate duties and personal/family affairs with absolute discretion, sharp problem-solving skills, and fluent English communication.

Key Responsibilities

1. Executive & Business Support

• Calendar & Schedule Management:Proactively manage complex work calendars, coordinate cross-time-zone meetings, handle travel itineraries (flights, visas, accommodations), and prioritize daily commitments.
• Meeting & Event Coordination:Organize executive board/management meetings, prepare meeting agendas, record detailed minutes of meetings (MoM), and follow up on actionable items.
• Proactive Initiative: Antipate executive needs, filter incoming communications, flag urgent priority issues, and handle routine administrative matters independently.
• Document Management: Draft, proofread, and finalize high-level correspondence, emails, reports, and presentation decks in flawless English.

2. Expense Management & Financial Reporting

• Expense Tracking: Meticulously track, record, and compile all business and personal expenditures incurred by the President Director.
• Finance Reporting: Prepare and submit accurate monthly expense claims, petty cash reports, credit card reconciliations, and reimbursement requests directly to the Finance department.
• Vendor & Service Payment Management:Coordinate with vendors, contractors, and service providers to manage invoices, payments, and receipt verification.

3. Personal & Family Logistics (Expat Liaison)

• Family & Household Management: Assist with family lifestyle logistics, including household bill payments, vehicle maintenance, housing/apartment lease renewals, and local utility setups.
• Travel & Relocation Support:Coordinate personal and family travel arrangements, holiday bookings, visa renewals, passports, and Expat immigration paperwork (KITAS/ITAS, work permits) in coordination with HR/Legal.
• Daily Operational Support: Streamline daily workflows, manage administrative vendor relations, oversee office/household operational maintenance, and ensure smooth day-to-day operations.

Key Requirements & Qualifications

• Education: Bachelor's Degree in Business Administration, Communications, Secretarial Studies, Foreign Languages, or related fields.
• Experience: Minimum 3 – 5 years of experience as an Executive Assistant, Personal Assistant, or Secretary supporting C-level Executives or Expats.
• Language Proficiency: Fluent in written and spoken English (essential for daily communication with the Expat Director and international stakeholders). Fluent Bahasa Indonesia is required for local operational liaison.
• Financial Literacy: Strong proficiency in expense tracking, receipt management, and basic financial/budget reporting.
• Core Skills:
  • Exceptional Attention to Detail: High accuracy in managing schedules, finance reports, and documentation.
  • Proactive & Self-Driven: Ability to anticipate needs, take initiative, and solve problems without constant supervision.
  • Highly Organized:Strong multi-tasking skills and time-management capability in a fast-paced environment.
  • Absolute Discretion:Proven track record of handling highly confidential business and personal information.
• Tech Proficiency: Advanced skills in Google Workspace, Microsoft Office (Excel, PowerPoint, Word), calendar management tools, and AI.