Secretary

Siloam Hospitals Group; Jakarta Barat; On-site; IDR 120,000,000 - 180,000,000; Full time

Job summary

Siloam Hospitals Group in Jakarta Selatan is seeking a detail-oriented Secretary to support office operations and specialist doctors. You’ll ensure efficient communication, precise record-keeping, and smooth scheduling across departments and executives.

Ideal candidates are organized, proactive, and capable of handling multiple priorities in a fast-paced healthcare setting, while maintaining professionalism and strong interpersonal skills.

Qualifications

• Bachelor's degree required.
• Proficient in Microsoft Office with excellent written and verbal English.
• Strong organizational and time management abilities.
• Ability to multitask and manage multiple priorities.
• Professional demeanor with strong interpersonal and customer service skills.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments with efficiency.
• Prepare, format, and distribute correspondence, reports, and presentations using Microsoft Office.
• Maintain organized filing systems (digital and physical) with accurate record-keeping.
• Answer phones, greet visitors, and provide professional customer service.
• Coordinate office operations, including supplies, inventory, and vendor relations.
• Transcribe meeting notes and maintain detailed minutes with accuracy.
• Support multiple teams by prioritizing tasks and meeting deadlines.
• Assist with event planning, travel arrangements, and logistical coordination.
• Handle general administrative duties and ensure compliance with office protocols.
• Manage administration for specialist doctors, including cooperation agreements and licenses.

Skills

English communication

Organization

Time management

Multitasking

Customer service

Education

Bachelor Degree

Tools

Microsoft Office

Job description

Job Description

We’re looking for a detail-oriented and organized Secretary to join our dynamic team in Jakarta Selatan, DKI Jakarta, Indonesia. In this role, you’ll be the backbone of our office operations, providing essential administrative support, including administration for our specialist doctors, that keeps our organization running smoothly. As a collaborative and supportive team member, you’ll work closely with various departments, medical staff, and executive staff to ensure efficient communication, accurate record-keeping, and seamless scheduling. If you’re someone who thrives in a fast-paced environment, takes pride in maintaining order, and is committed to supporting your colleagues with professionalism and enthusiasm, we’d love to hear from you!

Job Description

We’re looking for a detail-oriented and organized Secretary to join our dynamic team in Jakarta Selatan, DKI Jakarta, Indonesia. In this role, you’ll be the backbone of our office operations, providing essential administrative support, including administration for our specialist doctors, that keeps our organization running smoothly. As a collaborative and supportive team member, you’ll work closely with various departments, medical staff, and executive staff to ensure efficient communication, accurate record-keeping, and seamless scheduling. If you’re someone who thrives in a fast-paced environment, takes pride in maintaining order, and is committed to supporting your colleagues with professionalism and enthusiasm, we’d love to hear from you!

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments with efficiency, transparency, and flexibility to accommodate changing priorities


• Prepare, format, and distribute correspondence, reports, and presentations using Microsoft Office Suite with meticulous attention to detail


• Maintain organized filing systems (both digital and physical), ensuring accurate record-keeping, data entry, and information accessibility


• Answer phones, greet visitors, and provide exceptional customer service with a friendly, professional demeanor and strong interpersonal skills


• Coordinate office operations, including ordering supplies, managing inventory, liaising with vendors, and maintaining vendor relationships


• Transcribe meeting notes and maintain detailed minutes with analytical precision and transparent documentation


• Support multiple team members and departments by prioritizing tasks, managing competing deadlines, and demonstrating decisive time management


• Assist with event planning, travel arrangements, and logistical coordination as needed, showcasing flexibility and problem‑solving abilities


• Perform general administrative duties including mail distribution, document scanning, database updates, and office protocol compliance


• Manage administration for specialist doctors, including preparing, tracking, and renewing cooperation agreements, practice licenses (SIP, STR), and other credentialing documents


• Maintain an organized and up‑to‑date database of specialist doctors’ documents, and monitor license and agreement expiry dates to ensure compliance


• Coordinate with specialist doctors, medical management, and relevant departments regarding document requirements, contract follow‑ups, and administrative needs, while maintaining the confidentiality of doctors’ documents and data


• Demonstrate resilience and adaptability in responding to changing organizational needs and priorities


• Serve as a supportive liaison between departments, fostering inclusive communication and collaborative relationships

Qualifications

**Required Qualifications:**

• Minimum Bachelor Degree


• Proven experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)


• Excellent written and verbal communication skills in English


• Strong organizational and time management abilities


• Demonstrated ability to multitask and manage multiple priorities simultaneously


• Proficiency in data entry and record‑keeping with meticulous attention to detail


• Professional demeanor with strong interpersonal and customer service skills


• Ability to work collaboratively within a team environment


• Phone etiquette and professional communication protocols


• Problem‑solving abilities and decisive decision‑making skills

**Preferred Qualifications:**

• 1-3 years of administrative or secretarial experience in a corporate setting


• Associate degree or relevant administrative certification


• Experience with scheduling software and office management systems


• Familiarity with basic accounting or financial record‑keeping


• Knowledge of office protocols and business etiquette


• Experience supporting executive‑level staff


• Bilingual capabilities (English and Indonesian) – highly valued for our Jakarta location


• Experience managing vendor and stakeholder relationships