Secretary

Siloam Hospitals Group; Jakarta Selatan; On-site; IDR 66,960,000 - 133,920,000; Full time

Job summary

Siloam Hospitals Group in Jakarta Selatan, DKI Jakarta, Indonesia, seeks a detail-oriented Secretary to support executive calendars, document management, and office coordination. You will work closely with medical staff and departments to ensure smooth communication and accurate record-keeping.

Responsibilities include arranging meetings, preparing correspondence, managing filing systems, and assisting with travel and events, while maintaining confidentiality and professional service across

Qualifications

• Proven experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal English communication.
• Strong organizational and time management abilities.
• Able to multitask and manage multiple priorities.
• Data entry and meticulous record-keeping.
• Professional demeanor with strong interpersonal skills.
• Collaborative team player with ability to support multiple departments.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments.
• Prepare, format, and distribute correspondence, reports, and presentations with meticulous attention to detail.
• Maintain organized filing systems (digital and physical) with accurate record-keeping and easy data access.
• Answer phones, greet visitors, and provide professional customer service.
• Coordinate office operations, inventory, sourcing supplies, and vendor relationships.
• Transcribe meeting notes and maintain detailed minutes.
• Support multiple team members by prioritizing tasks and deadlines.
• Assist with travel arrangements and event planning as needed.
• Perform mail distribution, document scanning, and database updates.
• Manage administration for specialist doctors, including licenses and credentialing documents.
• Monitor license/agreements expiry dates to ensure compliance.
• Maintain confidentiality of doctors' documents and data.

Skills

Microsoft Office proficiency

Excellent English

Organizational skills

Time management

Data entry & record-keeping

Interpersonal skills

Team collaboration

Problem solving & decision making

Education

Associate degree in Secretarial Studies

Tools

Scheduling software

Office management systems

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

Required Qualifications

• 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
• 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