Executive, Secretary

PaxOcean Group; Batam; On-site; IDR 90,000,000 - 150,000,000; Full time

Job summary

The Executive, Secretary role at PaxOcean Group provides high-level secretarial and administrative support to management, ensuring smooth daily operations and confidentiality. You will manage schedules, coordinate meetings, prepare reports and presentations, handle communications, and maintain confidential files while coordinating with internal and external colleagues to streamline workflows.

Ideal candidates have a Bachelor's degree in Business Administration and 2–3 years of related

Qualifications

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, Management, or a related field.
• 2–3 years of secretarial/administrative experience preferred.
• Fresh graduates with strong organizational and communication skills may be considered.
• Good command of English, both written and spoken.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills with professionalism and discretion.
• Proactive, well-organized and able to work independently while managing multiple priorities.

Responsibilities

• Manage schedules, appointments, meetings, and business travel arrangements.
• Coordinate meetings, prepare agendas, distribute materials, and record minutes and actions.
• Prepare, review, and manage correspondence, reports, presentations, and other admin documents.
• Handle incoming/outgoing communications, including emails, calls, and requests.
• Organize and maintain confidential files and records.
• Coordinate with departments to follow up on pending matters and management requests.
• Assist in preparing meeting rooms, arranging visitors, and organizing logistics for events.
• Support document preparation, filing, data entry, and other administrative tasks.
• Handle sensitive information with discretion and maintain confidentiality.
• Perform other secretarial duties as assigned by management.

Skills

English proficiency

Time management

Multitasking

Communication skills

Autonomy

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Job description

Job Summary

The Executive, Secretary is responsible for providing secretarial and administrative support to management to ensure the smooth and efficient coordination of daily activities. The role involves managing schedules, arranging meetings, preparing correspondence and reports, maintaining records, and coordinating communication with internal and external stakeholders while ensuring professionalism, accuracy, and confidentiality.

Key Responsibilities

• Manage management's schedules, appointments, meetings, and business travel arrangements.
• Coordinate meetings, prepare agendas, distribute meeting materials, and record meeting minutes and action items.
• Prepare, review, and manage correspondence, reports, presentations, and other administrative documents.
• Handle incoming and outgoing communications, including emails, telephone calls, and requests from internal and external parties.
• Organize and maintain confidential files, records, documents, and correspondence in an orderly manner.
• Coordinate with relevant departments to follow up on pending matters, meeting actions, and management requests.
• Assist in preparing meeting rooms, coordinating visitors, and arranging logistics for business meetings and company events.
• Support document preparation, filing, data entry, and other administrative tasks as required.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Perform other secretarial and administrative duties as assigned by management.

Key Requirements

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, Management, or a related field.
• Preferably 2–3 years of experience in secretarial, administrative, or executive support roles.
• Fresh graduates with strong organizational and communication skills may also be considered.
• Good command of English, both written and spoken.
• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills, with a professional and service-oriented attitude.
• High attention to detail, discretion, and ability to handle confidential information.
• Proactive, well-organized, and able to work independently while managing multiple priorities.

Education

Bachelors in Business Administration