Office Manager / Executive Assistant

Wirehire; Daerah Khusus Ibukota Jakarta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading staffing agency is seeking an experienced Executive Assistant to support senior executives in Jakarta. The role involves providing comprehensive administrative support, managing expatriate matters, and contributing to special projects. The ideal candidate has 1-4 years of experience with proficiency in English and Microsoft Office Suite, and excellent organizational skills.

Qualifications

• 1-4 years of experience as an Executive Assistant or similar administrative role.
• Familiarity with expatriate management processes is a significant plus.
• Flexibility and adaptability to meet work environment needs.

Responsibilities

• Provide comprehensive administrative support to the executive.
• Handle expatriate matters including visas and work permits.
• Assist with onboarding and orientation for expatriate employees.

Skills

Proficiency in English

Excellent communication skills

Strong organizational skills

Discretion and confidentiality

Proficiency in Microsoft Office Suite

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

About the job Office Manager / Executive Assistant

We are seeking a proactive and highly organized Executive Assistant to support senior executives in a dynamic and fast-paced environment. In addition to traditional administrative duties, this role involves handling expatriate matters and contributing to special projects, providing an excellent opportunity for skill development and professional growth.

Key Responsibilities:

• Provide comprehensive administrative support to the executive, including calendar management, scheduling meetings, and preparing presentations
• Serve as the first point of contact for internal and external stakeholders, managing communications and correspondence efficiently.
• Coordinate travel arrangements, including visas, accommodations, and itineraries, ensuring seamless logistics for the executive.
• Handle all matters related to expatriates, including visa applications, work permits, housing arrangements, and compliance with local regulations.
• Serve as a liaison between expatriates and relevant internal and external parties to address their needs and concerns effectively.
• Assist with onboarding and orientation for expatriate employees to ensure a smooth transition.
• Collaborate with the executive on various special projects, providing research, analysis, and organizational support as needed.
• Track project progress, prepare reports, and ensure timely completion of deliverables.
• Organize and manage executive meetings, including agenda preparation, minute-taking, and follow-up on action items.
• Plan and coordinate company events, executive retreats, and team-building activities.
• Maintain confidentiality and handle sensitive information with discretion.
• Manage office supplies, expenses, and budgets related to the executives office.
• Implement efficient filing systems and maintain up-to-date records.

Qualifications:

• Bachelors degree or equivalent experience in a related field.
• Proven experience as an Executive Assistant within 1-4 years or in a similar administrative and secretary role.
• Proficiency in English is a must
• Familiarity with expatriate management processes will be significant plus
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Strong organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• High level of professionalism, discretion, and confidentiality.
• Flexibility and adaptability to meet the needs of a dynamic work environment.