Personal Assistant

Job Responsibilities:

• Providing secretarial support and ensuring the smooth operation of day-to-day activities in the department

• Ready to travel overseas and Indonesia area

• Coordination and Follow up:

• Act as a liaison between the CEO and internal teams (marketing, brand, creative, operations)

• Follow up on tasks and projects assigned by the CEO

• Ensure timelines and priorities are executed properly

• Support cross-department coordination

• Scheduling and Organization:

  Coordinating and scheduling meetings, managing complex calendars, and preparing agendas and minutes.
  Organize and coordinate meetings, conferences, surveys, travel arrangements, internal and external events.

• Minutes and record-keeping: Attend meetings to accurately record the discussions, decisions, and action items. The secretariat then prepares, distributes, and files the official minutes of the meeting.

• Administrative Support:

  Performing data entry, managing customer files and documents, and keeping track of office supplies and inventory. 

• Handling multiple tasks and completing them on time

• Prepare and manage correspondence, including filling, incoming/outgoing mail, reports documents, and other materials

• Document control and maintaining the filing system

• Visitor and Client Assistance:

  Greeting and assisting visitors and clients, and acting as a professional first point of contact for the organization. 

• Office Procedures:

  Assisting with the implementation of new administrative systems and procedures to improve office efficient, skilled in microsoft office. 

• Coordinate business travel, accommodation, and transportation

• Executive Support:

  Providing direct administrative support to executives, including market research and data analysis

• Policy implementation: Assist in the development and implementation of organizational policies and procedures to ensure compliance with legal and regulatory standards.

• Governance advisory: For more senior roles, a secretariat may advise the board on best practices for governance and ensure the organization adheres to its own rules and articles of association.

• Resource and budget management: Monitor the secretariat's budget and resources. In some cases, this can involve tracking and processing expenses for board members or the executive team.

• Processing and reconciling expenses

• Business & Brand Support

• Assist in coordinating campaigns, photoshoots, and product launches

• Coordinate with vendors, agencies, and partners

• Support event planning and brand activities

• Help manage day-to-day operational needs of the CEO

• Confidential & Personal Support

• Handle sensitive information with confidentiality

• Assist with occasional personal tasks related to the CEO

Essential skills and qualifications

• Excellent communication: Strong written and verbal communication skills are crucial for handling correspondence and drafting clear, professional documents.

• Organizational abilities: The ability to effectively manage complex schedules, track important deadlines, and maintain meticulous records is vital for keeping an organization running smoothly.

• Discretion: The role involves handling confidential and sensitive information, requiring a high level of integrity and discretion.

• Attention to detail: A sharp eye for accuracy ensures that all documents, including meeting minutes and financial reports, are free of errors.

• Proficiency with technology: Experience with office software (like Microsoft Office or Google Workspace) and digital platforms for document management and collaboration is necessary.

• Education and experience: While a high school diploma is a minimum requirement, many employers prefer candidates with a degree in business administration or several years of experience in an administrative or secretarial role

Requirements:

• Minimum Diploma majoring in Secretarial, Public Administration or any other related major from secretarial school and Fresh Graduate Wellcome.

• Preferred minimum 3 years of working experience as a secretary, administrative assistant / personal assistant will be top point

• Proficient with Microsoft Office

• Speak English is a must

• Beauty enthusiast

• A team player who has a high level of responsibility and discipline