Personal Assistant to Directors (Mandarin Speaker)

ASIX; Jakarta Pusat; On-site; IDR 30,000,000 - 60,000,000; Full time

Job summary

ASIX seeks a Mandarin-speaking Executive Assistant to support our Directors in Jakarta. You will manage calendars, travel arrangements, communications, and confidential matters, serving as the first point of contact for internal and external stakeholders.

You will draft correspondence in Mandarin, English and Bahasa Indonesia, take minutes, coordinate meetings and events, and maintain filing systems with discretion and professionalism.

Qualifications

• Mandarin daily correspondence, calls and interpretation required.
• Bachelor’s degree in any field.
• Minimum 5 years in an executive or personal assistant role.
• Fluency in English and Bahasa Indonesia.
• Proficient in calendar and travel management, document drafting, minute-taking.

Responsibilities

• Manage the calendars, meetings and appointments of the Directors; resolve conflicts and reschedule proactively.
• Prepare daily briefings and send invitations.
• Book domestic and international travel; prepare itineraries and reconcile expenses.
• Screen calls, emails and messages in Mandarin, English and Bahasa Indonesia.
• Draft and proofread correspondence; take and distribute meeting minutes.
• Plan meetings and events; maintain confidential files and vendor relationships.

Skills

Mandarin language (spoken & written)

English proficiency

Bahasa Indonesia proficiency

Calendar management

Travel management

Minute taking

Document drafting

Stakeholder management

Consecutive interpretation

Education

Bachelor's degree

Tools

M365

Google Workspace

Zoom

WeChat / WhatsApp

Job description

ASIX is looking for a Mandarin-speaking Executive Assistant to support our Directors. You’ll keep the Directors’ offices running smoothly: managing schedules, travel, communications and confidential matters, and acting as the first point of contact for internal and external stakeholders.

What you’ll do

• Manage the calendars, meetings and appointments of the Directors. Resolve conflicts and reschedule proactively.
• Prepare daily briefings (agenda, participants, materials) and send invitations.
• Book domestic and international travel (flights, hotels, transport, visas, insurance), prepare itineraries, and reconcile travel advances and expenses.
• Screen and manage calls, emails and messages (WeChat, WhatsApp, email), and scale urgent matters.
• Draft and proofread correspondence in Mandarin, English and Bahasa Indonesia, and provide consecutive interpretation when needed.
• Prepare presentations, reports and memos. Take and distribute meeting minutes and follow up on action items.
• Plan management meetings, company events, business visits and site tours, including hospitality and briefing packs.
• Maintain relationships with key partners and clients and keep the contact database updated.
• Process expense claims, reimbursements and petty cash, and prepare purchase requests with Finance and GA.
• Manage physical and digital filing confidentially and track contracts and renewals.
• Handle sensitive information with full discretion and comply with company policy and data protection rules.

What we’re looking for

• Mandarin speaker (spoken and written) is a must. You’ll handle correspondence, calls and interpretation in Mandarin daily.
• Bachelor’s degree (S1) in any field.
• Minimum 5 years of experience in an executive or personal assistant role.
• Fluent in English and Bahasa Indonesia. Experience with consecutive interpretation and business translation.
• Skilled in calendar and travel management, document drafting, minute-taking, M365, Google Workspace and Zoom.
• Highly discreet, proactive, detail-oriented, and able to multitask and stay composed under pressure.
• Strong stakeholder management and professional communication, with good grooming and presentation.