Executive Assistant for Director

Reporting directly to the Director, an Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a professional mannerism in dealing with a variety of situations, possess strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work in a team on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings

• Arrange corporate dinners and other functions/events

• Answer questions and meeting requests directed to the Director

• Devise and maintain office systems, including data management and filing of the Directors office, corporate office and other subsidiaries, as and when required

• Complete a broad variety of administrative tasks for the Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

• Handle the full spectrum of travel arrangements including flight arrangements, hotel accommodations, visa applications and travel itineraries (business, personal and leisure) of Director

• Assist to arrange travel, visas and accommodations and other Senior Management team, as and when necessary

• Provide efficient and professional secretarial support by managing the diary and meetings, managing all incoming/outgoing correspondences : screen phone calls, inquiries and requests, and handle them appropriately

• Responsible for organizing meetings and conference calls, recorder of minutes with responsibility for transcription and distribution to participants

• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans

• Produce and prepare documents, briefing papers, reports and presentations for Directors meetings at corporate level and personal basis

• Able to maintain strict confidentiality and interact professionally, establish and maintain effective communication, coordination and good rapport with Company personnel and with management.

• Monitor, track and follow up on documentation, case files or other assignments to ensure appropriate timelines are met and actions completed.

• Improve quality results by studying, reviewing, evaluating and re-designing of operating practices

• Assist to oversee smooth operation of the corporate Headquarters

• Ensure office supplies inventory are adequate

• Ensure operation of tools and equipment are in working order

• Ensure preventive maintenance programme is in place and that regular maintenance is carried out

• Housekeeping/general maintenance of office premise

• Doing research, providing phone support, arranging transportation and managing all e-mails and correspondence

• Willing to travel and to stay overseas periodically with flexible duration of time

• Assist with other personal tasks and other ad-hoc duties as and when assigned by the management

• Track, manage tasks, deadlines and follow-ups

Requirements:

• Minimum 25 years old with 3 (three) years of experience as Executive Assistant, Personal Assistant, or similar role supporting C-suite or senior leadership

• Bachelors degree in accounting or finance from reputable university

• Excellent written and verbal communication skills with accurate reporting skills

• Good organizational and time management skills with good initiative and ability to multi-task, the ability to prioritize tasks and delegate when necessary

• Fluency in English and Mandarin

• Ability to drive and having active driving license (SIM A)

• Flexibility and adaptability

• Tact and diplomacy

• Proactive, meticulous and able to work under pressure and tight deadlines with positive working attitude and have a pleasant disposition

• Discretion and have an understanding of confidentiality issues

• Work a flexible schedule, including long hours, nights and weekends

• Able to work independently and exercise good judgement

Information :

• Company : Normi International
• Position : Executive Assistant for Director
• Location : Jakarta
• Country : ID