Personal Assistant to CEO

Position: Personal Assistant to CEO

Location:
East Java

Industry:
Tobacco Manufacturing

Reports to:
Chief Executive Officer (CEO)

Job Summary

The Personal Assistant (PA) to the CEO will provide comprehensive administrative and operational support to ensure the CEO's daily activities run smoothly and efficiently. The ideal candidate is highly organized, discreet, and capable of managing diverse tasks in a fast-paced environment. This position requires basic communication skills in Mandarin, English, or the local Javanese language to support both internal and external coordination.

Key Responsibilities

1. Executive Support

• Manage and maintain the CEO's calendar, appointments, and daily schedule.
• Organize meetings, prepare agendas, take minutes, and follow up on action items.
• Handle sensitive and confidential information with the utmost professionalism.
• Draft, proofread, and manage correspondence, presentations, and reports.

2. Communication & Coordination

• Serve as the main point of contact between the CEO, internal departments, and external stakeholders.
• Support coordination across departments to ensure alignment with the CEO's directives and business goals.

3. Travel & Event Management

• Arrange and coordinate travel plans, accommodations, and itineraries for the CEO.
• Organize business trips, meetings, and company events as required.

4. Administrative & Documentation Support

• Maintain organized filing systems for documents, contracts, and records.
• Assist in preparing management reports, meeting notes, and internal communications.
• Monitor task deadlines and ensure timely completion of key deliverables.

5. Personal Assistance

• Support the CEO in managing personal errands and appointments as needed.
• Provide proactive reminders on key schedules, events, and obligations.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field.
• Minimum 3 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting top management.
• Proficiency in
  Mandarin
  ,
  English
  , or
  Javanese
  (spoken and written).
• Excellent organizational, multitasking, and time management skills.
• Strong interpersonal skills with high integrity and confidentiality.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and communication tools (Zoom, Teams, etc.).

Preferred Attributes

• High attention to detail and a proactive approach to problem-solving.
• Adaptable, discreet, and able to handle high-pressure situations.
• Willing to work flexible hours when needed to accommodate the CEO's schedule.
• Familiarity with manufacturing or FMCG industry environments is an advantage.