Personal Assistant

PT Ever Living Ibuku; Provinsi Bali; In loco; IDR 89.280.000 - 167.400.000; Tempo pieno

Descrizione del lavoro

PT Ever Living Ibuku is seeking a highly organized Personal Assistant to support the Director with executive and personal duties in Bali, Indonesia. You will manage complex calendars, prepare briefing materials, coordinate travel, and oversee household operations to ensure smooth daily activities.

The role requires 3+ years in a similar position, exceptional organizational and communication skills, and proficiency in Google Workspace and AI tools.

Competenze

• Fluent in written and spoken English.
• Proficient with Google Workspace and AI tools.
• Strong organizational skills with the ability to manage multiple priorities.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Excellent communication and high emotional intelligence.

Mansioni

• Manage a complex and changing calendar across projects, travel, meetings, and personal commitments.
• Prepare for meetings with briefing notes and materials.
• Track actions and follow up on commitments to ensure decisions are not lost.
• Maintain a central task management system for all tasks and deadlines.
• Coordinate personal logistics and administration.
• Oversee household operations and staff coordination.
• Arrange domestic and international travel including flights, accommodation, visas, and documentation.
• Create and maintain organized information systems for personal, health, business, and household records.
• Develop SOPs and checklists for recurring activities.
• Support professional and personal relationships by tracking important events and coordinating gifts.

Conoscenze

English fluency

Google Workspace

AI tools

Project management tools

Highly organized

Communication skills

Discretion

Strumenti

Google Workspace

Descrizione del lavoro

The Personal Assistant supports the Director by managing priorities, information, logistics, follow-through, and day-to-day operations across both professional and personal domains. This role combines executive support, personal administration, household coordination, and operational organization. The successful candidate enjoys creating order from complexity and takes satisfaction in helping other people succeed.

Key responsibilities

Manage a complex and constantly changing calendar across projects, travel, media, speaking engagements, clients, family commitments, and personal appointments

Ensure the Director is properly prepared for meetings, presentations, interviews, client discussions, site visits, and events by gathering background information, preparing briefing notes, and assembling relevant materials

Track action items and follow up on commitments after meetings to ensure decisions and commitments are not lost

Maintain visibility of all major personal and professional tasks through a central task management system, tracking deadlines and escalating delays or risks

Coordinate personal logistics and administration

Coordinate the smooth functioning of the household including communication with household staff, maintenance coordination, and household supplies management

Manage domestic and international travel logistics including flights, accommodation, ground transportation, visas, travel insurance, and travel documentation

Create and maintain organized systems for important information including personal, health, business, and household records

Develop and maintain standard operating procedures and checklists for recurring activities such as travel, guest visits, photoshoots, and speaking engagements

Support professional and personal relationships by tracking important birthdays and anniversaries, coordinating gifts, and maintaining contact information

About you

Minimum 3 years of experience as a Personal Assistant, Executive Assistant, or similar role

Highly organized with strong attention to detail and the ability to manage multiple priorities

Proactive, resourceful, and able to work independently with minimal supervision

Strong problem-solving skills and good judgment

Excellent communication skills and high emotional intelligence

Trustworthy, discreet, and able to work with different personalities

Adaptable and comfortable handling business, personal, travel, and household matters

Proficient in Google Workspace, AI tools and any project management tools

Fluent in written and spoken English

IBUKU is a team of young designers and architects exploring groundbreaking ways of using bamboo to build homes, hotels, schools, and event spaces in Bali, Indonesia.We are creating a new design vocabulary based on this one material and exploring the way sustainable architecture and design can redefine luxury. The materials we use, the people we work with, and the land we build on all inform our design process. The traditional skills of Balinese craftsmen, combined with our design ideas and modern engineering enable us to create original bamboo structures that meet the needs of a diverse clientele.

We give our projects detailed care and attention from start to finish, including bespoke interior furnishings. Ibuku has built over 60 bamboo structures in Bali, Indonesia, and around the region.

Completed key projects include the Green School, Green Village, Sharma Springs, and Bambu Indah Hotel, which have appeared in international publications like Architectural Digest, Vogue and the Huffington Post.

IBUKU is a team of young designers and architects exploring groundbreaking ways of using bamboo to build homes, hotels, schools, and event spaces in Bali, Indonesia.We are creating a new design vocabulary based on this one material and exploring the way sustainable architecture and design can redefine luxury. The materials we use, the people we work with, and the land we build on all inform our design process. The traditional skills of Balinese craftsmen, combined with our design ideas and modern engineering enable us to create original bamboo structures that meet the needs of a diverse clientele.

We give our projects detailed care and attention from start to finish, including bespoke interior furnishings. Ibuku has built over 60 bamboo structures in Bali, Indonesia, and around the region.

Completed key projects include the Green School, Green Village, Sharma Springs, and Bambu Indah Hotel, which have appeared in international publications like Architectural Digest, Vogue and the Huffington Post.