Executive Assistant
3 days ago
**Objective**
- To assist Head of PTTI Business (President Director) with organizational and personal administration as well as support the leadership team of the overall entity whenever needed.
- To lead General Affairs function in providing services to all work units in the company, both administratively and managing routine company services.
**Activities and Responsibilities**:
**Executive Assistant**:
- ** Acting as a first point of contact: dealing with correspondence and phone calls.**:
- Managing calendar and organizing meetings, scheduling and make appointments for Head of PTTI Business (President Director).
- Ensures all executive’s meeting and conference are well arranged. This will include preparing and coordinating monthly Leadership Meeting and taking minutes of meeting.
- Assist Head of PTTI Business (President Director) and other Executives with all other related assigned tasks.
- Support Head of PTTI Business (President Director) in internal communications initiatives, in coordination with colleagues of affiliate company who is in charge of communication
- Travel Arrangement for Head of PTTI Business (President Director) and possibly other executives: ensuring booking / arranging travel, transportation and accommodation are well prepared and executed properly, included timely expenses report as necessary.
- Event Management: organizing events and conferences including preparation, execution and evaluation (post event).
- Reminding Head of PTTI Business (President Director) and related Executives of important tasks and deadlines.
- Managing corporate document filing systems.
- Liaising and collaborate with other function in any projects related matters
- Responsible for expatriate’s permit as well as corporate legal documents, and other related project(s) to comply with government regulation.
- Respect the need for confidentiality and sensitivity of information
**Manage General Affairs function, which include but not limited to**:
- Work place facilities
- Occupational Health, Safety, & Environment
- Organize office supply & office equipment
- Provide and supervise Contingent workers which relate to general services
- Dealing with outsourcing provider to assist all relevant user
- Responsible and organize Petty Cash, directly or indirectly
- Documents and/or goods dispatching
- Permit and License
- Managing Company Asset in coordination with Procurement and Finance team
- Support HR and/or Communications to arrange and execute company events
- Ensure that all other GA jobs / services are well delivered, eg:
- Manage all incoming invoicing, agreement and other documentation from Third party Vendor in relation to GA jobs.
- PO creation & registering GA vendor into Ariba system
- Lead a group of team for ad-hoc project(s) from time-to-time based on assignment and/or self-proactive initiative
**Job Specification**:
- Education: Vocational (3 Yr Diploma)
- Experiences: about 3 years in similar role, or have strong interest to this role.
- English proficiency is an advantage
- Leadership capability
- Advanced in computer skills (Ms. Office, data bases, and management system, etc.), has or willing to have capability in preparing presentation material such as using Ms. Power Point.
- Essential legal and government relationship knowledge
- Have capability to show high level of Customer Service.
- Fast and hardwork, has ability to work under tight deadline, good time management, and flexibility hours.
- Outstanding interpersonal skills and ability work along with cross functional team.
- Sounds a Proactive and Analytical thinker
- Trustworthy
- Structured and tidy in doing tasks
**Locations**:
Jakarta, Indonesia
**Worker Type**:
Employee
**Worker Sub-Type**:
Regular
**Time Type**:
Full time
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