Executive Medical Secretary | Scheduling & Office Ops

Siloam Hospitals Group; Jakarta Selatan; On-site; IDR 66,960,000 - 133,920,000; Full time

Job summary

Siloam Hospitals Group in Jakarta Selatan, DKI Jakarta, Indonesia, seeks a detail-oriented Secretary to support executive calendars, document management, and office coordination. You will work closely with medical staff and departments to ensure smooth communication and accurate record-keeping.

Responsibilities include arranging meetings, preparing correspondence, managing filing systems, and assisting with travel and events, while maintaining confidentiality and professional service across

Qualifications

• Proven experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal English communication.
• Strong organizational and time management abilities.
• Able to multitask and manage multiple priorities.
• Data entry and meticulous record-keeping.
• Professional demeanor with strong interpersonal skills.
• Collaborative team player with ability to support multiple departments.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments.
• Prepare, format, and distribute correspondence, reports, and presentations with meticulous attention to detail.
• Maintain organized filing systems (digital and physical) with accurate record-keeping and easy data access.
• Answer phones, greet visitors, and provide professional customer service.
• Coordinate office operations, inventory, sourcing supplies, and vendor relationships.
• Transcribe meeting notes and maintain detailed minutes.
• Support multiple team members by prioritizing tasks and deadlines.
• Assist with travel arrangements and event planning as needed.
• Perform mail distribution, document scanning, and database updates.
• Manage administration for specialist doctors, including licenses and credentialing documents.
• Monitor license/agreements expiry dates to ensure compliance.
• Maintain confidentiality of doctors' documents and data.

Skills

Microsoft Office proficiency

Excellent English

Organizational skills

Time management

Data entry & record-keeping

Interpersonal skills

Team collaboration

Problem solving & decision making

Education

Associate degree in Secretarial Studies

Tools

Scheduling software

Office management systems

Job description

Siloam Hospitals Group in Jakarta Selatan, DKI Jakarta, Indonesia, seeks a detail-oriented Secretary to support executive calendars, document management, and office coordination. You will work closely with medical staff and departments to ensure smooth communication and accurate record-keeping.

Responsibilities include arranging meetings, preparing correspondence, managing filing systems, and assisting with travel and events, while maintaining confidentiality and professional service across