Executive Assistant

We are an established trading company focused on satisfying the international demand for Indonesian commodities and services. As the economy of Indonesia continues to prosper and Indonesia’s market continues to provide highly competitive products, we have been founded on the basis of delivering these products to international markets while ensuring the best deals possible and that needs are fulfilled in the most professional, flawless, and efficient manner. 

We are currently looking for an Executive Assistant to operate closely and directly within the company’s leadership while serving at a foreigner director’s right hand, performing any and all tasks necessary to keep the director up-to-speed and in control of his own activities.  

As a personal assistant, your job is to be divided into two categories. First, you’ll be taking care of the director’s personal matters that would eventually save him time and shift his focus from the minor tasks he must perform to dynamics that can contribute to the company growth and success. Second, you’ll be communicating and meeting with vendors and decision makers in their companies, with and without the director, to source new items and opportunities, negotiate deals, close deals, translate conversations and make reports. Thus, the job requires local travel, understanding the director’s mindset and objectives, intelligence, very good communication skills, and excellent reporting and analysis skills. In short, you are to be the company’s purchasing representative, admin, and secretary. 

This job carries challenging tasks and holds great career growth with it. You get to work with young and friendly company owners who can know your value and reward you accordingly. Compensation will be in form of a basic salary + BPJS

Job description:

1.      Serve as a full-time assistant to the expatriate Director, acting as an enabler rather than merely a support or administrative function.

2.      Manage the Director’s daily, weekly, monthly, and annual schedule, including organizing meetings and appointments.

3.       Oversee the Director’s small business operations and follow up on and assist with major initiatives.

4.      Prepare invoices and receipts, and update accounts receivable reports.

5.      Assist in negotiating agreements and drafting contracts.

6.     Occasionally or periodically prepare and submit documents to the legal team, notaries, and government regulatory bodies (e.g., BKPM).

7.      Prepare and facilitate the completion of daily, weekly, monthly, and annual reports and presentations.

8.      Conduct monthly and annual operational evaluations and prepare departmental KPI reports.

9.      Record minutes of weekly meetings and distribute outcomes, including action items for individuals and departments.

10.     Prepare and disseminate correspondence, memoranda, and forms.

11.      Act as an interpreter when company leadership meets with local stakeholders who do not speak English.

12.     Promote and support positive morale and ethical conduct within the company.

13.    Handle walk-in visits and guests on behalf of the Director.

14.    Answer and direct phone calls as necessary.

15.    Develop and maintain the company’s filing and documentation systems.

16.    Act as the Director’s “eyes and ears” within the organization by understanding, reporting, and assisting in resolving internal staff issues, concerns, and requests.

17.      Accompany the Director to meetings during business trips in Semarang, other cities across Indonesia, and internationally as required.

18.       Arrange both domestic and international travel.

19.       Perform receptionist duties on an occasional basis.

Requirements:

·         Fluent in English

·         5+ years of experience

·         Attentive to details, highly motivated, and can work independently

·         Intelligent and well knowledgeable

·         Resourceful, connected, and creative

·         Polite, caring, understanding, and supportive

·         Apt time management

·         Outstanding loyalty and willingness to get the job done under all circumstances with total dedication and reliability

·         Ability to negotiate, close a deal, and arrange it to perfection flawlessly

·         Aggressive approach to producing results and contributing to the company’s success  

·         Interpersonal communication skills and relationship-building skills

·         Flexible to accompany the director on business trips occasionally when needed 

·         Good computer and online skills namely Excel, Word, PowerPoint, Outlook

· Accounting or sourcing backgrounds are a plus