Executive Secretary to PD/Office Manager

Perfetti Van Melle; Bogor; On-site; IDR 89,280,000 - 122,760,000; Full time

Job summary

Perfetti Van Melle is seeking an Executive Secretary to the President Director/Office Manager to provide professional administrative support and cover the main office functions in Bogor, Indonesia.

You will manage agendas, coordinate travel and meetings, handle expenses, and oversee office operations with discretion and reliability.

The ideal candidate holds a Diploma or higher, with 3+ years in similar roles and strong English and Bahasa Indonesia communication skills.

Qualifications

• Holds a minimum Diploma degree in Secretarial Studies, Business Administration, or related field.
• Minimum 3 years of experience as Executive Secretary, Personal Assistant, Office Manager, or similar.
• Strong in secretarial skills, organization, time management, and attention to detail.
• Proficient in English and Bahasa Indonesia with strong business communication.
• Demonstrates professionalism, confidentiality, and stakeholder coordination.

Responsibilities

• Manage the President Director's agenda, appointments, meetings and daily admin tasks.
• Coordinate Management Team schedules, travel, leaves, and weekend rosters.
• Prepare and follow up on emails, filing, and admin systems.
• Coordinate meetings, events, guest visits, logistics, and AV setup.

Skills

Secretarial skills

Organization

Time management

Attention to detail

English

Bahasa Indonesia

Education

Diploma degree

Job description

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Executive Secretary to PD/Office Manager

Date: Sep 9, 2026

Location: Kab. Bogor, ID, 16912

WHAT YOU WILL DO

1. Executive Administration

Manage the President Director's agenda, appointments, meetings, and daily administrative activities.

Coordinate Management Team schedules, including business trips, leave schedules, and weekend duty rosters.

Manage and follow up on emails, correspondence, filing, and relevant administrative systems.

Provide professional secretarial and administrative support to the President Director and Management Team.

2. Travel Management

Coordinate domestic and international travel arrangements for the President Director and international travel requirements across the company.

Liaise with travel agents to arrange flights, hotels, transportation, and visa requirements with consideration of cost and convenience.

Manage corporate credit card usage and related travel documentation and reporting.

3. Meetings, Events & Guest Management

Coordinate Management Team meetings, including meeting arrangements, attendance, and minutes taking.

Organize meetings, events, and visits for regional and international guests, including accommodation, transportation, catering, visas, and logistics.

Coordinate factory tours and ensure the availability of meeting and audio-visual equipment.

4. Expense & Office Management

Prepare and organize monthly business and personal expense reports for the President Director, including driver's salary and vehicle running costs.

Manage passports, KITAS, memberships, corporate rates, guest lists, and other executive administrative records.

Coordinate office supplies, cleanliness, aesthetics, corporate greetings, and product samples.

Ensure smooth day-to-day operation of the President Director's office and provide other administrative support as required.

OUR PERFECT CANDIDATE

Holds a minimum Diploma degree, preferably in Secretarial Studies, Business Administration, or a related discipline.

Has a minimum of 3 years of experience in an Executive Secretary, Personal Assistant, Office Manager, or similar role.

Strong in secretarial skills, organization, time management, and attention to detail.

Proficient in English and Bahasa Indonesia, with strong business communication and correspondence skills.

Demonstrates excellent business etiquette, professionalism, confidentiality, and interpersonal skills.

Able to manage multiple priorities, work independently, and coordinate effectively with senior management and various stakeholders.