Executive Secretary & Office Operations

SmartRecruiters, Inc.; Depok; On-site; IDR 50,220,000 - 72,540,000; Full time

Job summary

SmartRecruiters, Inc. in Depok, Indonesia is seeking a detail-oriented Secretary to support office operations and coordinate communications across departments.

You will manage calendars, prepare reports, maintain filing systems, greet visitors, and assist with travel arrangements, events, and general admin tasks. The ideal candidate has a high school diploma or equivalent, strong English communication, excellent organizational skills, and proficiency with Microsoft Office.

Qualifications

• Must have a high school diploma or equivalent.
• Experience with Microsoft Office Suite.
• Excellent written and verbal communication in English.
• Strong organizational and time management skills.
• Ability to multitask and manage multiple priorities.
• Proficient data entry and record-keeping with attention to detail.
• Professional demeanor with interpersonal and customer service skills.
• Ability to work collaboratively within a team environment.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments with efficiency and transparency.
• Prepare, format, and distribute correspondence, reports, and presentations using Microsoft Office Suite.
• Maintain organized filing systems (both digital and physical) and ensure accurate record-keeping and data entry.
• Answer phones, greet visitors, and provide exceptional customer service with a friendly and professional demeanor.
• Coordinate office operations, including ordering supplies, managing inventory, and liaising with vendors.
• Transcribe meeting notes and maintain detailed minutes with analytical precision.
• Support multiple team members and departments by prioritizing tasks and managing competing deadlines.
• Assist with event planning, travel arrangements, and logistical coordination as needed.
• Perform general administrative duties including mail distribution, document scanning, and database updates.
• Demonstrate flexibility and resilience in adapting to changing priorities and organizational needs.

Skills

Microsoft Office Suite

English communication

Organizational skills

Time management

Data entry

Customer service

Team collaboration

Multitasking

Education

High school diploma

Associate degree or admin certification

Tools

Scheduling software

Office management systems

Accounting knowledge

Job description

SmartRecruiters, Inc. in Depok, Indonesia is seeking a detail-oriented Secretary to support office operations and coordinate communications across departments.

You will manage calendars, prepare reports, maintain filing systems, greet visitors, and assist with travel arrangements, events, and general admin tasks. The ideal candidate has a high school diploma or equivalent, strong English communication, excellent organizational skills, and proficiency with Microsoft Office.