Overview
Executive Assistant Jobs in Jakarta, Indonesia at Aspen Medical – Indonesia
Title: Executive Assistant
Company: Aspen Medical – Indonesia
Location: Jakarta, Indonesia
Position Overview
Provide high level administrative support to executives or other senior leaders in the company. This role is vital in ensuring the smooth functioning of the executive’s day-to-day activities, handling a variety of tasks that help improve the executive’s efficiency and productivity.
Key Outcomes
Increased executive productivity by managing calendars, scheduling meeting and organizing travel, the executive assistant ensures that the executive can focus on high-level decision-making and strategic tasks without being bogged down by routine administrative duties.
Efficient communication, acting as a gatekeeper, the executive assistant handlers correspondence, manage emails, phone calls, and messages, ensuring timely and effective communication both internally and externally.
Streamlined operations by organizing files document, and meeting material ensures that all necessary information is readily, heling to avoid delays and miscommunications.
Effective time management by prioritizing tasks and managing schedules efficiently lead to optimal use of the executive time, ensuring that urgent tasks are addressed first and that the executive’s day is well structured.
Improved coordination by ensuring that all logistical elements of meeting, travel, and projects are seamlessly coordinated, which minimizes disruption and ensures smooth operations.
Enhanced decision-making support by preparing reports, agendas, and presentation in a timely and organized manner gives the executive the necessary tools to make well-informed decisions quickly.
Confidentiality and trust by handling sensitive information with discretion builds trust with the executive, ensuring that important matters are kept private and managed with care.
Primary Duties and Responsibilities
Organize and maintain the executive’s calendar, ensuring appointments, meetings, and events are scheduled appropriately
Prioritize meetings and manage conflicts to ensure the executive’s time is used effectively.
Serve as the main point of contact for internal and external communication, including phone calls, emails, and messages
Draft and respond to emails or letters on behalf of the executive.
Coordinate all travels details, including flight bookings, hotel accommodation, transportation, and creating detailed itineraries.
Ensure that the executive has all necessary travel documents.
Prepare meeting agendas, presentations, and any required documents.
Take meeting minutes, summarize action items, and ensure follow-up on tasks.
Ensure meetings are well organized, with all necessary resources in place.
Maintain and organize both physical and digital files, ensuring documents are easy to locate and accessible.
Prepare and edit reports, presentations, and other documentation as needed.
Organize company events, conferences, and special meetings, ensuring all logistical aspects are handled.
Handle sensitive information and documents with discretion and ensure confidentiality is maintained.
Assist with ad-hoc tasks, personal errands, and other duties as required by the executive
Selection Criteria
Essential
A degree in business administration, management or a related field is preferred.
1-2 years’ experience in executive assistant position.
High proficiency in office software (Microsoft Office Suite)
Familiarity with virtual meeting platforms (eg, Microsoft Teams, Zooms) and other communication tools
Excellent relationship management skills.
Highly adept at working across all levels of a business including executive management, C- suite
Able to communicate in proper English
