Personal Assistant

2 days ago

Jakarta, Jakarta, Indonesia HRD Venture Trade L.L.C.-F.Z. Full time

Position Overview

We are seeking a highly organized and proactive Personal Assistant who will also take on the responsibilities of Head of Administration for both in-house and office operations. This dual role requires someone who can support the executive on a personal and professional level while managing and overseeing all administrative, office, and facility functions to ensure smooth daily operations.

Key Responsibilities

A. Personal Assistant Duties

  • Provide direct administrative and personal support to the President Director/Executive.

  • Manage schedules, appointments, and travel arrangements.

  • Handle correspondence, calls, and communications on behalf of the executive.

  • Prepare reports, presentations, and meeting materials.

  • Maintain confidentiality and handle sensitive information with discretion.

B. Head of Administration Duties

  • Office & In-House Management

  • Oversee daily office and in-house operations, including facilities, supplies, maintenance, and housekeeping.

  • Ensure a safe, organized, and productive work environment.

Administrative Operations

  • Develop and implement office policies and procedures

  • Supervise admin staff and ensure efficient document management (legal docs, permits, contracts, etc.)

Vendor & Asset Management

  • Manage relationships and contracts with external vendors (cleaning, security, utilities, etc)

  • Oversee inventory and company assets to ensure proper utilization.

Budgeting & Reporting

  • Prepare and monitor administrative budgets and expenses.

  • Provide regular updates and reports to management regarding administrative matters.

Qualifications

  • Bachelor's degree in Business Administration, Management, or related field.

  • Minimum 3 years of experience as a Personal Assistant and/or in an administrative leadership role

  • Strong multitasking, organizational, and communication skills.

  • Flexible, proactive, and able to adapt in a fast-paced environment.

Competencies

  • High attention to detail & time management

  • Strong leadership & problem-solving skills

  • Service-oriented and resourceful

  • Discretion, professionalism, and trustworthiness

  • Ability to balance executive support with department leadership

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