Head of CEO Office

PT Grahaprima Suksesmandiri; Jakarta Utara; On-site; IDR 300.000.000 - 400.000.000; Full time

Job summary

A leading company in Jakarta is seeking an experienced Executive Assistant/Chief of Staff to support the CEO in executing strategic initiatives, managing critical projects, and facilitating communication across divisions. Responsibilities include preparing executive summaries, managing meeting agendas, and ensuring the confidentiality of sensitive information. Candidates should possess a Bachelor's degree, 4-7 years of relevant experience, strong project management skills, and fluency in Bahasa Indonesia and English.

Qualifications

• 4–7 years of experience as Executive Assistant, Chief of Staff, PMO, or similar roles.
• Experience with C-level executives is highly preferred.
• Ability to review financial documents and provide insights.

Responsibilities

• Translate CEO directives into actionable work plans.
• Manage and monitor strategic projects and communication flows.
• Prepare meeting agendas and record decisions.

Skills

Strategic thinking

Project management

Analytical ability

Business acumen

Problem-solving

Priority management

High confidentiality & integrity

Education

Bachelor’s degree in Business Administration/Management/Economics/Finance/Accounting/Industrial Engineering

Master’s degree (MBA or equivalent)

Tools

Microsoft Office (Excel, PowerPoint, Word)

Project management tools (Asana, Trello)

Job description

Ensure that all CEO priorities, instructions, communications, and strategic projects are executed effectively, systematically, and on time through cross-division coordination, information management, and organizational execution support.

KEY RESPONSIBILITIES

A. Strategic Coordination & Execution

Translate the CEO’s directives and priorities into clear and actionable work plans.

Conduct cross-division follow-ups on CEO instructions, targets, and action plans.

Prepare weekly or bi-weekly CEO Execution Dashboards (project status, blockers, risks).

Identify critical issues and provide initial solution recommendations to the CEO.

B. Project & Initiative Management (PMO-Light)

Manage and monitor CEO strategic projects (milestones, timelines, dependencies).

Develop tracking tools such as Gantt charts, roadmaps, and progress dashboards.

Maintain coordination and ensure smooth communication flow among stakeholders.

C. Executive Advisory Support

Filter and review all information submitted to the CEO: proposals, reports, memos, data.

Prepare executive summaries for key documents before presenting them to the CEO.

Conduct quick business issue analysis when needed.

Review financial documents when required—including cash flow reports, budget requests, and expenditure summaries—and highlight findings for the CEO.

D. Business Communication

Act as the official liaison between the CEO and directorates, divisions, and external partners.

Manage strategic communication: letters, memos, briefings, and CEO meeting minutes.

Maintain organized, structured, and well-documented communication flows.

E. Meeting & Decision Support

Prepare the CEO’s meeting agenda and supporting materials: background issues, objectives, risk notes.

Record meeting decisions (decision log) and ensure follow-ups are properly monitored.

F. Governance & Confidentiality

Manage CEO Office documentation according to corporate governance standards.

Maintain confidentiality of all strategic information handled by the CEO Office.

G. Internal Management

Supervise the work of the CEO’s Secretary (if applicable).

Ensure all CEO Office SOPs are consistently implemented.

REQUIRED COMPETENCIES

Strategic thinking

Project management

Analytical ability

Business acumen

Problem-solving

Priority management

High confidentiality & integrity

QUALIFICATIONS REQUIRED

Educational Background

Bachelor’s degree in Business Administration, Management, Economics, Finance, Accounting, Industrial Engineering, or related field.

Master’s degree (MBA or equivalent) is a plus.

Professional Experience

Minimum 4–7 years of experience in roles such as:

Executive Assistant / Chief of Staff / PMO / Business Analyst

Corporate Planning or Management Office

Project management or cross-functional coordination

Financial analysis, accounting review, or cash flow monitoring is a strong advantage.

Experience working directly with C-level executives is highly preferred.

Technical Skills

Strong proficiency in Microsoft Office (Excel, PowerPoint, Word) and productivity tools.

Familiarity with project management tools (Asana, Trello, Gantt charts, dashboards).

Excellent command of Bahasa Indonesia and English (spoken & written).

Ability to prepare strategic documents, executive summaries, presentations, and reports.

Ability to review financial documents (cash flow, budget, expenditure) and provide key insights.

High level of professionalism, diplomacy, and discretion.

Strong organizational and multitasking skills.

Ability to work under pressure with tight deadlines.

Structured, detail-oriented, and proactive.

Strong interpersonal skills with the ability to influence stakeholders at various levels.

Adaptable, with a problem-solving and solution-oriented mindset.