Administrative Assistant

Administrative Duties:

• Provide minutes of meetings and meeting summaries for the related unit.

• Carry out accurate document distribution in the related area (e.g., minutes of meetings, other documents).

• Conduct activities related to events and meetings regarding Strategic Planning & Monitoring Evaluation.

• Maintain and update the storage and retrieval system for documentation to ensure easy access to various information.

• Arrange various important information and documents required by the related working area.

• Handle confidential information as required, based on approval from the head of department/head of the related working area.

• Provide support to the working area by sending messages, memos, and documents to all staff.

• Compose required correspondence letters (in Bahasa and English).

• Sort and prioritize incoming information and requests, and communicate them accurately.

Scheduling and Appointments:

• Organize the daily schedule for the related working area.

• Confirm the availability and punctual attendance of participants in related meetings or other appointments with the Director/Senior Manager/Manager.

• Arrange venue setup, equipment, and meals/beverages required for meetings or other related events.

• Serve as the point of contact for the Director/Senior Manager/Manager during their absence from the office.

Operational Duties:

• Maintain and update the budget for stock and non-stock items from the Director/Senior Manager/Manager.

• Track the usage of appendix budgets for stock and non-stock requests from the related working area.

• Provide required order requests for related items.

• Prepare reports related to all appendix budget usage in the related area.

• Prepare, maintain, and update budget usage reports (stock and non-stock).

• Prepare and conduct budget report information for the related working area.

• Provide PRF requests, cash advance requests, and PR requests in alignment with approved budget information.

• Conduct on-time budget realization reports according to valid procedures and regulations (e.g., PRF, cash advance, and PR).

• Arrange the travel management process and provide realization reports (e.g., taxi vouchers, operational vehicle requests, business trip document realizations).

Management Support Activities:

• Provide reports to the direct supervisor.

• Suggest process improvements related to activities in the area of responsibility (especially regarding time, effort, and cost).

• Perform activities related to the Quality Management System.

• Perform additional tasks related to key responsibilities as required by the direct supervisor.

Job Requirements

• Bachelor's degree required (Management/Administration/Communication-related fields is a plus).

• Minimum 1 year of experience in administration or secretary position.

• Willing to work at BINUS University Senayan Campus