Senior Executive Secretary

Nusantara Global Partners; Jakarta Selatan; On-site; IDR 380,000,000 - 520,000,000; Full time

Job summary

Nusantara Global Partners seeks a Senior Executive Secretary to support C-level management and maintain strategic stakeholder relations. The role manages calendars, meetings, travel, and confidential documents, ensuring seamless executive office operations and high-level communication with partners and officials.

The successful candidate will have 5–8 years of executive support experience, strong English, and a proven ability to handle confidential information with integrity and discretion.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field.
• Minimum 5–8 years of experience as an Executive Secretary, Executive Assistant, or Personal Assistant supporting senior executives.
• Previous experience supporting CEO, President Director, Board Members, or C-level management is highly preferred.
• Excellent written and spoken English.
• Strong stakeholder management and corporate communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Excellent organizational, multitasking, and time-management abilities.
• Strong interpersonal skills and professional presentation.
• High level of integrity, discretion, and confidentiality.
• Able to work under pressure and handle changing priorities.
• Executive-level communication and correspondence.
• C-suite coordination and stakeholder management.
• Strategic thinking and problem-solving.
• Strong attention to detail and follow-up discipline.
• Relationship management and interpersonal intelligence.
• Confidentiality, integrity, and sound judgment.
• Proactive, independent, and solution-oriented working attitude.

Responsibilities

• Provide comprehensive secretarial and executive support to the CEO, President Director, and other C-level executives.
• Manage executive calendars, appointments, meetings, business engagements, and travel arrangements.
• Coordinate daily schedules and prioritize appointments based on business requirements.
• Prepare meeting agendas, presentations, briefing notes, reports, and supporting documents.
• Monitor important deadlines, executive instructions, and pending matters.
• Ensure executives are well-prepared for meetings, engagements, and official appointments.
• Serve as the primary coordination point between C-level executives and key internal and external stakeholders.
• Maintain professional relationships with business partners, investors, government officials, corporate clients, and other VIP stakeholders.
• Coordinate high-level meetings, business discussions, official visits, and corporate engagements.
• Manage professional correspondence and communication with important stakeholders.
• Follow up on business discussions, meeting outcomes, and action points.
• Ensure effective communication and coordination between executives and relevant departments.
• Organize executive management meetings, board meetings, and strategic business discussions.
• Prepare meeting invitations, agendas, minutes of meetings, and follow-up reports.
• Coordinate with department heads to obtain reports and relevant documentation.
• Monitor action items and ensure timely follow-up on management decisions.
• Maintain proper records of executive meetings and confidential corporate documents.
• Draft, review, and manage official letters, memorandums, executive correspondence, and corporate documents.
• Maintain an organized filing system for confidential executive records.
• Handle sensitive information with the highest level of confidentiality.
• Assist in preparing management reports, presentations, and corporate communications.
• Coordinate administrative requirements for the executive office.
• Arrange domestic and international business travel, accommodation, transportation, and itineraries.
• Coordinate VIP visits, business receptions, official functions, and corporate events.
• Ensure all logistical arrangements are properly prepared and executed.
• Provide on-site coordination support during important meetings and executive engagements.
• Actively follow up on instructions and assignments delegated by C-level executives.
• Coordinate with relevant departments to ensure management directives are implemented.
• Track important projects, deadlines, and outstanding matters.
• Provide timely updates to executives regarding pending tasks and important developments.

Skills

Executive support

Stakeholder management

English proficiency

Time management

Discretion & confidentiality

Communication skills

Problem-solving

Attention to detail

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office

MS Outlook

Presentation software

Job description

Senior Executive Secretary – C-Level Management & Stakeholder Relations

Position: Senior Executive Secretary

Department: Executive Office / Corporate Management

Reports To: CEO / President Director / Board of Directors

1. Job Purpose

To provide high-level executive secretarial, administrative, and coordination support to C-level executives and senior management. The role is responsible for managing executive schedules, coordinating strategic meetings, facilitating communication with internal and external stakeholders, and ensuring the smooth operation of the executive office.

The position requires exceptional organizational skills, professionalism, discretion, and the ability to manage confidential matters while maintaining strong relationships with key corporate stakeholders and VIP contacts.

2. Key Responsibilities

A. C-Level Executive Management

• Provide comprehensive secretarial and executive support to the CEO, President Director, and other C-level executives.
• Manage executive calendars, appointments, meetings, business engagements, and travel arrangements.
• Coordinate daily schedules and prioritize appointments based on business requirements.
• Prepare meeting agendas, presentations, briefing notes, reports, and supporting documents.
• Monitor important deadlines, executive instructions, and pending matters.
• Ensure executives are well-prepared for meetings, engagements, and official appointments.

B. Stakeholder & Corporate Relations

• Serve as the primary coordination point between C-level executives and key internal and external stakeholders.
• Maintain professional relationships with business partners, investors, government officials, corporate clients, and other VIP stakeholders.
• Coordinate high-level meetings, business discussions, official visits, and corporate engagements.
• Manage professional correspondence and communication with important stakeholders.
• Follow up on business discussions, meeting outcomes, and action points.
• Ensure effective communication and coordination between executives and relevant departments.

C. Executive Meeting & Board Coordination

• Organize executive management meetings, board meetings, and strategic business discussions.
• Prepare meeting invitations, agendas, minutes of meetings, and follow-up reports.
• Coordinate with department heads to obtain reports and relevant documentation.
• Monitor action items and ensure timely follow-up on management decisions.
• Maintain proper records of executive meetings and confidential corporate documents.

D. Corporate Administration & Documentation

• Draft, review, and manage official letters, memorandums, executive correspondence, and corporate documents.
• Maintain an organized filing system for confidential executive records.
• Handle sensitive information with the highest level of confidentiality.
• Assist in preparing management reports, presentations, and corporate communications.
• Coordinate administrative requirements for the executive office.

E. Business Travel & VIP Engagements

• Arrange domestic and international business travel, accommodation, transportation, and itineraries.
• Coordinate VIP visits, business receptions, official functions, and corporate events.
• Ensure all logistical arrangements are properly prepared and executed.
• Provide on-site coordination support during important meetings and executive engagements.

F. Executive Follow-Up & Coordination

• Actively follow up on instructions and assignments delegated by C-level executives.
• Coordinate with relevant departments to ensure management directives are implemented.
• Track important projects, deadlines, and outstanding matters.
• Provide timely updates to executives regarding pending tasks and important developments.

3. Qualifications & Requirements

• Bachelor's degree in Business Administration, Management, Communications, or a related field.
• Minimum 5–8 years of experience as an Executive Secretary, Executive Assistant, or Personal Assistant supporting senior executives.
• Previous experience supporting CEO, President Director, Board Members, or C-level management is highly preferred.
• Excellent written and spoken English.
• Strong stakeholder management and corporate communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Excellent organizational, multitasking, and time-management abilities.
• Strong interpersonal skills and professional presentation.
• High level of integrity, discretion, and confidentiality.
• Able to work under pressure and handle changing priorities.
• Executive-level communication and correspondence.
• C-suite coordination and stakeholder management.
• Strategic thinking and problem-solving.
• Strong attention to detail and follow-up discipline.
• Relationship management and interpersonal intelligence.
• Confidentiality, integrity, and sound judgment.
• Proactive, independent, and solution-oriented working attitude.

5. Key Performance Indicators (KPIs)

• Effective management of executive schedules and appointments.
• Timely coordination and follow-up of executive instructions.
• Quality and accuracy of executive correspondence and documentation.
• Smooth execution of management and stakeholder meetings.
• Effective communication with internal and external stakeholders.
• Proper handling of confidential information.
• Overall efficiency and reliability of executive office operations.