Executive, Secretary

PaxOcean Group; Indonesia; Presencial; IDR 60.000.000 - 100.000.000; Jornada completa

Descripción de la vacante

PaxOcean Group is seeking an Executive Secretary to provide high-level secretarial and administrative support to management. You will manage schedules, arrange meetings, draft correspondence, and coordinate communications while ensuring confidentiality and accuracy.

The role requires a Diploma or Bachelor’s in Business Administration or related field, with 2–3 years of experience. Strong English, MS Office proficiency, and meticulous organizational skills are essential for success in this

Formación

• 2–3 years in secretarial or executive support preferred
• Strong organizational and communication skills essential
• Proficient in English (written and spoken)
• Proficiency in MS Office (Word, Excel, PowerPoint)

Responsabilidades

• 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.

Conocimientos

Organizational skills

Communication skills

Time management

Discretion / confidentiality

Independent work

Educación

Bachelor's degree in Business Administration

Herramientas

Microsoft Office

Descripción del empleo

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