Personal Assistant

Talent Search Recruitment - Indonesia; Daerah Khusus Ibukota Jakarta; On-site; IDR 100,000,000 - 200,000,000; Full time

Job summary

An established industry player is seeking a dedicated Personal Assistant to provide comprehensive administrative support to a high-level executive. In this dynamic role, you will manage schedules, organize meetings, and handle communications, ensuring the smooth functioning of both professional and personal affairs. You will be responsible for drafting correspondence, arranging travel, and maintaining filing systems, all while building positive relationships with stakeholders. If you excel in time management and thrive in a fast-paced environment, this opportunity is perfect for you to make a significant impact.

Qualifications

• Ability to manage schedules and prioritize tasks effectively.
• Strong communication skills to liaise with stakeholders.

Responsibilities

• Organize and manage the director's calendar and appointments.
• Prepare meeting materials and coordinate logistics for events.
• Handle sensitive information with discretion and confidentiality.

Skills

Time Management

Communication Skills

Organizational Skills

Discretion

Education

Bachelor's Degree

Job description

Personal Assistant plays a crucial role in providing comprehensive administrative support to a high-level executive or director. This role involves managing daily schedules, organizing meetings, handling communication, and assisting with various tasks to ensure the smooth functioning of the director's professional and personal affairs.

Responsibilities:

• Organize and manage the director's calendar, including scheduling meetings, appointments, and events.
• Prioritize and coordinate conflicting commitments to optimize time management.
• Screen and respond to emails, phone calls, and other communications on behalf of the Director.
• Draft and proofread correspondence, reports, and other documents.
• Arrange travel plans, including booking flights, accommodations, and transportation.
• Prepare detailed itineraries and ensure all travel arrangements run smoothly.
• Prepare meeting materials, agendas, and briefing documents.
• Coordinate logistics for meetings, including room setup and catering.
• Manage and prioritize tasks, ensuring deadlines are met.
• Follow up on action items and report progress to the Director.
• Handle sensitive information with the utmost discretion and maintain confidentiality.
• Manage access to the executive and control the flow of information.
• Organize and maintain electronic and paper filing systems.
• Retrieve and file documents as needed.
• Liaise with internal and external stakeholders, including clients, colleagues, and partners.
• Build and maintain positive relationships on behalf of the Director.
• Assist in planning and coordination of events, conferences, and social functions.
• Manage invitations, RSVPs, and logistics for events.
• Track and manage expense reports, ensuring accuracy and timely submission.
• Reconcile receipts and credit card statements.