Personal Assistant

About the role

We are seeking a highly organised and proactive Personal Assistant to join PT Kaluna Indonesia Group in Bali. This is a full time position that will be pivotal in providing comprehensive administrative and personal support to senior leadership. As Personal Assistant, you will be the backbone of executive operations, managing schedules, coordinating communications, and ensuring seamless day-to-day functioning. This role is essential to the success of our leadership team and, by extension, the organisation as a whole. You will work closely with key stakeholders across the business, requiring discretion, professionalism, and exceptional organisational skills.

Key responsibilities

1. Managing and maintaining executive calendars, scheduling meetings, appointments and travel arrangements whilst anticipating needs and resolving conflicts

2. Preparing and organising documents, reports, presentations and correspondence for senior management review and distribution

3. Handling confidential and sensitive information with complete discretion and professionalism

4. Coordinating travel arrangements including flights, accommodation and ground transportation

5. Managing expense reports, invoices and financial documentation in accordance with company policies

6. Acting as a key point of contact for internal and external communications, screening calls and directing queries appropriately

7. Organising and coordinating meetings, conferences and corporate events, including venue arrangements and logistics

8. Maintaining filing systems and databases, ensuring information is accurate, current and readily accessible

9. Supporting multiple executives where required, prioritising tasks effectively to manage competing demands

10. Assisting with special projects and ad-hoc administrative tasks as needed to support business operations

What we're looking for

1. Proven experience working as a Personal Assistant, Executive Assistant or in a similar administrative support role within a fast-paced environment

2. Exceptional organisational and time management skills with the ability to manage multiple priorities and meet deadlines consistently

3. Professional communication skills, both written and verbal, with fluency in English and Indonesian (or Indonesian language proficiency)

4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with scheduling and project management software

5. Discretion and confidentiality, with the ability to handle sensitive information professionally and maintain strict confidentiality

6. Strong interpersonal skills and the ability to build effective working relationships with executives and colleagues at all levels

7. Attention to detail with an ability to spot and correct errors proactively

8. Flexibility and adaptability, comfortable working in a dynamic, growing organisation with evolving priorities

9. Familiarity with the food and beverage industry or retail environments is advantageous but not essential

10. Willingness to occasionally support events or activities outside standard office hours when required