Personal Assistant

PT Expat Roasters Indonesia; Provinsi Bali; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading hospitality company in Indonesia is seeking a skilled Personal Assistant to support the Director. Responsibilities include comprehensive administrative tasks, managing travel arrangements, and maintaining office systems. The ideal candidate will exhibit excellent communication and organizational skills, along with the ability to prioritize tasks under pressure. This role requires discretion, fluency in English, and the flexibility to work varied hours and travel when necessary.

Qualifications

• Demonstrated experience as a Personal Assistant to a Director.
• Ability to maintain strict confidentiality in handling sensitive information.
• Capable of working independently and exercising good judgment.

Responsibilities

• Provide high-level administrative support including research and report preparation.
• Handle all travel arrangements for the Director and family.
• Organize meetings and manage correspondence effectively.
• Maintain office systems including data management and filing.

Skills

Excellent written and verbal communication skills

Good organizational and time management skills

Fluency in English

Ability to drive and having active driving license (SIM A and C)

Flexibility and adaptability

Proactive and meticulous

Job description

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings

Arrange corporate dinners and other functions/events

Answer questions and meeting requests directed to the Director

Devise and maintain office systems, including data management and filing of the Director’s office, corporate office and other subsidiaries, as and when required

Complete a broad variety of administrative tasks for the Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

Handle the full spectrum of travel arrangements including flight arrangements, hotel accommodations, visa applications and travel itineraries (business, personal and leisure) of Director and family

Assist to arrange travel, visas and accommodations and other Senior Management team, as and when necessary

Provide efficient and professional secretarial support by managing the diary and meetings, managing all incoming/outgoing correspondences : screen phone calls, inquiries and requests, and handle them appropriately

Responsible for organizing meetings and conference calls, recorder of minutes with responsibility for transcription and distribution to participants

Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans

Produce and prepare documents, briefing papers, reports and presentations for Director’s meetings at corporate level and personal basis

Able to maintain strict confidentiality and interact professionally, establish and maintain effective communication, coordination and good rapport with Company personnel and with management.

Monitor, track and follow up on documentation, case files or other assignments to ensure appropriate timelines are met and actions completed.

Improve quality results by studying, reviewing, evaluating and re-designing of operating practices

Assist to oversee smooth operation of the corporate Headquarters

Doing research, providing phone support, arranging transportation and managing all e-mails and correspondence

Household management (e.g. scheduling cleaners, managing family calendars, etc.)

Willing to travel and to stay overseas periodically with flexible duration of time

Assist with other personal tasks and other ad-hoc duties as and when assigned by the management

Requirements

Excellent written and verbal communication skills with accurate reporting skills

Good organizational and time management skills with good initiative and ability to multi-task, the ability to prioritise tasks and delegate when necessary

Fluency in English

Ability to drive and having active driving license (SIM A and C)

Flexibility and adaptability

Tact and diplomacy

Proactive, meticulous and able to work under pressure and tight deadlines with positive working attitude and have a pleasant disposition

Discretion and have an understanding of confidentiality issues

Work a flexible schedule, including long hours, nights and weekends

Able to work independently and exercise good judgement

How many years' experience do you have as a Personal Assistant to the Director?