Personal Assistant

Pengiklan Anonim; Denpasar Utara; On-site; IDR 60,000,000 - 100,000,000; Full time

Job summary

Pengiklan Anonim, a manufacturing company producing premium ice cream with nationwide distribution, seeks a Personal Assistant to support the President Director. The role requires discretion, strong communication, and top-notch organization to manage schedules, travel, and correspondence.

Responsibilities include coordinating meetings, preparing itineraries, drafting reports, handling emails, and maintaining confidential files. International travel and immediacy of availability are valued.

Qualifications

• Bachelor's degree in Business Administration, Management, Economics, or related field.
• Minimum experience as Personal Assistant/Executive Assistant or similar role supporting senior executives.
• Strong organizational and time management skills with ability to multitask and prioritize.
• Excellent verbal and written communication skills.
• Able to draft professional correspondence, reports, and presentations.
• Proficient in Microsoft Office Suite and scheduling tools.
• Professional appearance, positive attitude, and strong interpersonal skills.
• Able to maintain confidentiality and handle sensitive information with discretion.
• Willingness for business trips as needed by Owner.
• Fluent in English preferred.
• Knowledge or experience in manufacturing is an advantage.
• Immediate availability is highly preferred.

Responsibilities

• Manage the President Director’s schedule, appointments, and travel arrangements.
• Coordinate and maintain the President Director’s calendar, including meetings and conferences.
• Arrange travel logistics: flights, accommodation, transportation, and visa arrangements.
• Prepare itineraries and agendas for business trips.
• Organize and respond to emails, letters, and calls on behalf of the President Director.
• Screen and direct phone calls, take messages, and handle inquiries professionally.
• Manage the President Director’s email inbox and draft responses.
• Prepare and coordinate meetings, conferences, and events with logistics and documents.
• Schedule internal and external meetings and inform participants.
• Take meeting minutes and follow up on action items.
• Draft professional correspondence, letters, emails, reports, and memos.
• Maintain confidential files and filing systems physically and electronically.
• Liaise between the President Director and internal/external parties.
• Assess incoming requests for urgency and priority.
• Assist in budget preparation, expense monitoring, and financial document tracking.
• Coordinate with legal and related departments for approvals and signatures.
• Handle personal matters and admin needs of the President Director.
• Manage personal social media accounts.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office

Discretion and confidentiality

English proficiency

Presentation drafting

Education

Bachelor’s degree in Business Administration/Management/Economics

Tools

Microsoft Office

Scheduling tools

Job description

We are a manufacturing company producing premium ice cream with nationwide sales distribution. We invite qualified candidates to join our team for the position of Personal Assistant.

Requirements

• 1. Bachelor’s degree in Business Administration, Management, Economics, or a related field.
• 2. Minimum experience as a Personal Assistant, Executive Assistant, or in a similar role supporting senior executives.
• 3. Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• 4. Excellent verbal and written communication skills.
• 5. Able to draft professional correspondence, reports, and presentations.
• 6. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling or productivity tools.
• 7. Professional appearance, positive attitude, and strong interpersonal skills.
• 8. Able to maintain confidentiality and handle sensitive information with discretion.
• 9. Available for business trips according to the Owner’s needs and schedule
• 10. Fluent in English, both spoken and written, is preferred.
• 11. Knowledge or experience in the manufacturing industry is an advantage.
• 12. Immediate availability is highly preferred

Job Description

1. 1. Manage the President Director’s schedule, appointments, and travel arrangements.
2. 2. Coordinate and maintain the President Director’s calendar, including meetings, conferences, and appointments.
3. 3. Arrange and coordinate travel logistics, including flights, accommodation, transportation, and visa arrangements.
4. 4. Prepare detailed itineraries and agendas for business trips, ensuring all arrangements are properly organized.
5. 5. Organize and prioritize incoming communications, including phone calls, emails, and letters, and respond on behalf of the President Director when necessary.
6. 6. Screen and direct phone calls, take accurate messages, and handle inquiries professionally.
7. 7. Manage the President Director’s email inbox, including sorting emails, identifying urgent matters, and drafting responses.
8. 8. Prepare and coordinate meetings, conferences, and events, including logistics, agenda preparation, and supporting documents.
9. 9. Schedule and coordinate internal and external meetings, ensuring all participants are informed accordingly.
10. 10. Take meeting minutes and follow up on action items when required.
11. 11. Draft professional correspondence, including letters, emails, reports, and memos.
12. 12. Maintain and update confidential files and records accurately and systematically.
13. 13. Develop and maintain an organized filing system, both physical and electronic, for easy document retrieval.
14. 14. Act as a liaison between the President Director and internal departments or external parties.
15. 15. Receive and assess incoming requests, inquiries, and issues, determining their urgency and priority level.
16. 16. Assist the President Director in budget preparation, expense monitoring, and financial document tracking.
17. 17. Coordinate with legal and other related departments to obtain necessary approvals and signatures.
18. 18. Handle personal matters and administrative needs of the President Director.
19. 19. Manage the President Director’s personal social media accounts.