Executive Secretary to Director

PT Indo Husada Utama; Jakarta Pusat; On-site; IDR 133,920,000 - 279,000,000; Full time

Job summary

PT Indo Husada Utama, part of Radjak Group, is seeking an Executive Secretary to Director to provide comprehensive executive, administrative, and coordination support.

You will manage the Director's schedule, coordinate meetings, prepare agendas and materials, and maintain confidential documents with discretion and accuracy.

Qualifications

• Bachelor's degree in Secretarial Studies, Business Administration, Management, or related field.
• 2–3 years of experience as Executive Secretary or PA to Director.
• Experience supporting senior management is highly preferred.
• Strong organization, coordination, and time management skills.
• Excellent written and verbal communication skills.
• Detail oriented with discretion and integrity.
• Proficient in MS Word, Excel, and PowerPoint; report creation.
• Ability to prepare professional correspondence and presentations.
• Strong interpersonal skills and stakeholder management.
• Professional, proactive, responsive, service-oriented.
• Able to work independently and with teams in healthcare.

Responsibilities

• Manage Director's daily, weekly, and monthly schedules.
• Coordinate meetings, visits, and activities for the Director.
• Prepare agendas, invitations, presentations, reports, and documents.
• Ensure timely delivery of information for meetings and actions.
• Prepare and manage letters, memos, invitations, and dispositions.
• Maintain Directorate documents and archives systematically.
• Coordinate minutes and outcomes of meetings.
• Follow up on actions from Director's instructions and meetings.
• Provide regular updates on progress of follow-ups.
• Coordinate with Heads, hospitals, vendors and partners as required.
• Collect data for meetings, reports, and decisions.
• Coordinate documents needing Director's review or signature.
• Handle incoming/outgoing correspondence for the Director.
• Arrange official travel: schedules, transportation, and lodging.
• Serve as liaison between Director and stakeholders.
• Maintain a professional image for the Directorate.
• Maintain confidentiality of sensitive information.
• Perform other duties as assigned by the Director.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Discretion

Stakeholder management

Independent work

Education

Bachelor's degree in Secretarial Studies / Business Administration / Management / Communication

Tools

Microsoft Office

Job description

PT Indo Husada Utama is part of Radjak Group, a growing healthcare group in Indonesia with a network of 6 hospitals across Jakarta and West Java: Radjak Hospital Salemba, Cileungsi, Purwakarta, Cibitung, Cengkareng, and Jababeka.

Radjak Group is committed to providing quality healthcare services through integrated hospital operations, professional medical teams, modern healthcare facilities, and continuous service development.

As part of the Group's continued growth, PT Indo Husada Utama supports the development and management of the Radjak Hospital network through strong corporate functions, operational excellence, people development, technology, and business growth.

Join us and become part of a growing healthcare organization where you can contribute, learn, and grow together with Radjak Group.

About the Role

As an Executive Secretary to Director, you will work closely with the Director and provide comprehensive executive, administrative, and coordination support.

You will play an important role in ensuring the Director's daily activities, meetings, communications, documentation, and follow-up actions are well organized and effectively coordinated.

This position requires excellent organizational skills, professionalism, discretion, attention to detail, and the ability to work with various levels of management and stakeholders.

Key Responsibilities

Manage the Director's daily, weekly, and monthly schedules, appointments, and priorities.

Coordinate meetings, business visits, internal and external activities, and appointments for the Director.

Prepare meeting agendas, invitations, presentation materials, reports, briefing documents, and other supporting materials.

Ensure the Director receives accurate and relevant information prior to meetings and business activities.

Prepare and manage letters, memos, invitations, dispositions, correspondence, and other documents required by the Director.

Manage and maintain Directorate documents and archives in an organized, systematic, and easily traceable manner.

Coordinate the preparation, documentation, and distribution of meeting minutes and meeting outcomes.

Monitor and follow up on actions arising from the Director's instructions, decisions, and meetings.

Provide regular updates to the Director regarding the progress of outstanding follow-up actions.

Coordinate with Division/Unit Heads, hospitals, holding teams, vendors, business partners, and other stakeholders as required.

Collect and consolidate data and information required by the Director for meetings, reports, presentations, and decision-making.

Coordinate documents requiring the Director's review, approval, or signature.

Manage incoming and outgoing correspondence related to the Director.

Arrange official travel requirements, including schedules, transportation, accommodation, and supporting documents.

Serve as a professional communication liaison between the Director and internal and external stakeholders.

Maintain a professional image and positive representation of the Directorate.

Maintain strict confidentiality of all information, documents, discussions, decisions, and other sensitive matters.

Perform other duties and responsibilities assigned by the Director.

About You

Bachelor's degree in Secretarial Studies, Business Administration, Management, Communication, or a related field.

Minimum 2–3 years of experience as an Executive Secretary, Secretary to Director, Personal Assistant, or in a similar position.

Experience supporting senior management or executive-level positions is highly preferred.

Strong organizational, coordination, and time management skills.

Excellent written and verbal communication skills.

Strong attention to detail and ability to manage multiple priorities.

Proficient in Microsoft Office, particularly Word, Excel, and PowerPoint.

Able to prepare professional correspondence, reports, presentations, and meeting documentation.

Strong interpersonal and stakeholder management skills.

Professional, proactive, responsive, and service-oriented.

Able to handle confidential and sensitive information with integrity and discretion.

Able to work independently and collaboratively with different teams.

Comfortable working in a fast-paced and dynamic healthcare environment.