Executive Secretary

PT. Mahada Adipratama Sejati Finance; Jakarta Selatan; On-site; IDR 55,800,000 - 100,440,000; Full time

Job summary

PT. Mahada Adipratama Sejati Finance in Jakarta Selatan seeks an organized Executive Secretary to provide high-level admin support to the Directors. You will manage schedules, travel, meetings, and confidential communications with discretion.

The ideal candidate has a Bachelor’s degree, 2–3 years in a similar role, strong English and Bahasa Indonesia, and expert MS Office skills. You will coordinate across departments and ensure professional, timely follow-up on actions.

Qualifications

• Bachelor’s degree in Business Administration, Management, Secretarial Studies, or related field.
• 2–3 years as Executive Secretary/PA or similar, preferably supporting C‑Level executives or the Board.
• Excellent written and verbal communication in Bahasa Indonesia and English.
• Strong business correspondence, coordination, problem-solving and follow-up.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Familiar with meeting protocols and corporate administration.
• Highly organized, proactive, detail-oriented, and able to manage multiple priorities.
• Trustworthy with confidential information.

Responsibilities

• Manage Directors’ schedules, appointments, meetings, and engagements.
• Arrange travel, transportation, accommodation, and related requirements.
• Prepare and manage correspondence, reports, presentations, agendas, and minutes.
• Coordinate communication between Directors, internal teams, and external stakeholders.
• Monitor meeting outcomes, follow-up on tasks and assignments.
• Maintain accurate documentation and handle confidential information with discretion.
• Provide administrative and secretarial support to Directors’ daily activities.
• Support meeting coordination, follow-up activities, and other priorities.

Skills

Organizational skills

Time management

Communication

Confidentiality

English & Bahasa proficiency

Coordination

Education

Bachelor's Degree (S1) in related field

Tools

Microsoft Office

Word

Excel

PowerPoint

Job description

We are seeking an organised and proactive Executive Secretary to provide high-level administrative and secretarial support to the Directors. This role will help ensure the Directors’ schedules, communications, meetings, travel arrangements, and daily activities run efficiently while maintaining professionalism, confidentiality, and attention to detail.

Key responsibilities

• Manage and coordinate the Directors’ daily schedules, appointments, meetings, and business engagements.
• Arrange business travel, transportation, accommodation, and other executive-related requirements.
• Prepare and manage business correspondence, reports, presentations, meeting agendas, and minutes of meetings.
• Coordinate communication between the Directors, internal departments, and external stakeholders.
• Monitor and follow up on meeting outcomes, pending tasks, and important assignments.
• Maintain accurate documentation and handle confidential company information with professionalism and discretion.
• Provide administrative and secretarial support to ensure the Directors’ daily activities run efficiently.
• Support meeting coordination, follow-up activities, and other administrative priorities as required.

What we're looking for

• Bachelor’s Degree (S1) in Business Administration, Management, Secretarial Studies, or a related field.
• Minimum 2–3 years of experience as an Executive Secretary, Personal Assistant, or in a similar position, preferably supporting C-Level Executives or the Board of Directors.
• Excellent written and verbal communication skills in both Bahasa Indonesia and English.
• Strong business correspondence, coordination, problem-solving, and follow-up skills.
• Proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.
• Familiarity with business meeting protocols and corporate administration.
• Highly organised, proactive, detail-oriented, and able to manage multiple priorities.
• Trustworthy and able to handle confidential information with professionalism and discretion.