Personal Assistant to Department (Mandarin Speaker)

• Provide comprehensive administrative and secretarial support to the Department Head and departmental team to ensure smooth daily operations.

• Manage the Department Head's calendar, schedule meetings, coordinate appointments, and organize business activities efficiently.

• Arrange domestic and international business travel, including flight and hotel bookings, transportation, visa applications (if required), and travel itineraries.

• Prepare, submit, and track travel advances and expense reimbursement claims, ensuring all supporting documents are complete, accurate, and compliant with company policies.

• Liaise with the Finance Department to monitor reimbursement status and promptly resolve any related issues.

• Translate business documents, reports, presentations, emails, and other materials between Mandarin, English, and Bahasa Indonesia.

• Provide interpretation support during meetings, business discussions, and daily communications between local and international employees when required.

• Prepare meeting agendas, presentation materials, meeting minutes, and follow up on action items to ensure timely completion.

• Organize, maintain, and update departmental documents, contracts, reports, and filing systems while ensuring confidentiality and proper document control.

• Coordinate and communicate effectively with internal departments and external stakeholders to support daily business operations.

• Assist in preparing departmental reports, presentations, correspondence, and other administrative documents.

• Support the execution of departmental projects and administrative initiatives as assigned by the Department Head.

• Perform other administrative, coordination, and secretarial duties as assigned.

Job Requirements

• Fluency in Mandarin (both spoken and written) is mandatory.

• Bachelor's degree in any discipline.

• Minimum 1–2 years of experience in a Secretary, Executive Assistant, Administrative, or related role is preferred.

• Knowledge of Research & Development (R&D) or Project Management is an advantage.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).

• Strong organizational, coordination, and time management skills with exceptional attention to detail.

• Excellent communication and interpersonal skills, with the ability to work effectively in a multicultural environment.

• High level of integrity and professionalism in handling confidential and sensitive information.

• Proactive, responsible, adaptable, and able to manage multiple priorities in a fast-paced environment.

• Willing to be based in Pantai Indah Kapuk (PIK), Jakarta.