Executive Assistant

What you´ll do

Calendar & Schedule Management

• Manage and coordinate executive calendars, appointments, and meetings.
• Arrange internal and external meetings, including preparation of meeting agendas and materials.
• Coordinate business travel arrangements, including flights, accommodation, transportation, visas, and travel itineraries.
• Monitor deadlines and follow up on action items.

Communication Management

• Screen and prioritize emails, correspondence, and phone calls.
• Prepare business correspondence, presentations, reports, and meeting minutes.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain confidentiality of sensitive business information.
• Prepare internal announcements for Country President
• Support Corporate Communications for Indonesia
  

Meeting & Event Coordination

• Organize leadership meetings, town halls, and management reviews.
• Prepare presentation materials and meeting documentation.
• Track and monitor follow-up actions from leadership meetings.

Administrative Support

• Manage filing systems and executive records.
• Support document preparation, approvals, and signatures.
• Assist with expense claims and budget tracking for executives.
  

General Affairs Duties

Office Administration

• Manage daily office operations and administrative activities.
• Ensure office facilities are maintained and operating effectively.
• Coordinate office supplies, stationery, pantry, and workplace services.
• Monitor office cleanliness, security, and maintenance standards.

Facilities Management

• Coordinate building maintenance and repair activities.
• Manage relationships with landlords, building management, and facility service providers.
• Ensure compliance with health, safety, and security requirements.
• Support office relocation, renovation, and workspace optimization projects.
  

Vendor & Contract Management

• Manage contracts and relationships with office vendors and service providers.
• Obtain quotations, negotiate costs, and monitor vendor performance.
• Process purchase requests, purchase orders, and invoices.
• Ensure timely renewal of service agreements and licenses.

Employee Services

• Support onboarding activities for new employees.
• Coordinate company vehicles, parking arrangements, and visitor management.
• Manage employee welfare programs and office services.
• Assist employees with general administrative inquiries.

Corporate Events

• Organize company events, employee engagement activities, training sessions, and celebrations.
• Coordinate logistics for meetings, workshops, and conferences.
• Support CSR and community-related activities.