Assistant Secretary to Director / Director’s Admin Assistant

Position: Assistant Secretary to Director / Director’s Admin Assistant
Location: South Jakarta, Jakarta
Employment Type: Contract / Temporary

Job Description

• Act as the main point of contact between the Director and internal or external parties

• Manage the Director’s calendar, schedule meetings, and organize appointments

• Handle calls, emails, and requests in a timely and appropriate manner

• Liaise with internal departments and assist in cross-functional coordination

• Arrange travel, accommodations, and logistics for business and personal trips

• Take dictation, prepare meeting minutes, and follow up on action items

• Maintain and organize an efficient filing and document management system

• Support the Director with personal matters, including sourcing or purchasing items

• Uphold confidentiality and observe professional business etiquette at all times

Key Responsibilities

• Diary Management: Keep the Director’s schedule up to date and well-planned

• Travel Management: Handle full travel arrangements with attention to detail

• Family Office Support: Assist with personal or family-related administrative tasks

• Ad Hoc Support: Respond flexibly to urgent or unplanned tasks as needed

Requirements

• Bachelor’s Degree in Secretarial, Administration, or related field

• Fluent in English (spoken, written, and listening)

• 1–2 years of experience in a similar role is preferred

• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Adobe

• Good interpersonal and communication skills

• Fast, proactive, and resourceful with strong organizational skills

• Able to handle sensitive information with discretion

• Familiar with office equipment (printers, scanners, copiers, etc.)

• Skilled in handling correspondence and preparing documents or reports

• Strong time management and multitasking ability