Personal Assistant to Chief Marketing Officer

FINNS Beach Club is seeking an exceptionally organized, highly proactive, and discreet Personal Assistant (PA) to provide comprehensive administrative, financial, and strategic support to our Chief Marketing Officer. The CMO oversees all critical aspects of brand marketing, events, public relations, and global partnerships. This role is crucial for managing the CMO's operational flow, demanding adaptability, strong financial acumen, and expert technical skills to thrive in a high-energy, fast-paced luxury hospitality environment.

Summary:

FINNS World's Best Beach Club is not just a beach club; it's a destination where dreams come alive We pride ourselves on creating exhilarating entertainment, vibrant energy, and unforgettable F&B experiences. Nestled along the breathtaking Bali coastline, we provide a one-of-a-kind party atmosphere that leaves our guests craving for more.

Responsibilities

• Expertly manage and maintain the CMO's complex professional and personal calendar, proactively scheduling meetings, appointments, event site visits, and anticipating necessary buffer time.
• Act as the primary filter for all incoming communications (emails, calls, correspondence), prioritizing urgent matters and drafting/composing professional responses and internal communications on behalf of the CMO.
• Arrange detailed domestic and international travel itineraries, including flights, luxury accommodation, ground transportation, and necessary visas/documentation, optimizing for efficiency and executive comfort.
• Coordinate all logistics for internal strategy sessions and external stakeholder meetings, including preparing detailed agendas, designing professional meeting materials, taking accurate minutes, and ensuring prompt follow-up on action items.
• Design and format high-impact presentations, reports, and marketing summaries for the C-Suite and ownership, utilizing PowerPoint expertise to deliver clear and visually compelling data narratives.
• Serve as the departmental expert for financial logistics, including the efficient and accurate processing and tracking of Purchase Requisitions (PRs) and vendor payments within the NetSuite ERP system.
• Assist in monitoring marketing and departmental budgets. Utilize Excel for detailed data entry, reconciliation, and generating ad-hoc financial summaries and tracking reports for the CMO.
• Maintain and update all major marketing and creative project timelines within (or similar PjM software), ensuring all stakeholders are accountable, deadlines are visible, and the CMO has a real-time overview of departmental priorities.
• Organize and track key marketing vendor and partnership contracts, ensuring they are prepared for the CMO's review and processed through the relevant legal and finance channels.
• Serve as a reliable communication link between the CMO and various department heads (F&B, Operations, Events, Finance), ensuring seamless workflow.
• Provide essential on-site support during major beach club events, including managing VIP guest lists, coordinating arrival logistics, and handling confidential, last-minute challenges with composure.
• Discreetly manage various personal errands and tasks for the CMO as needed, maintaining the highest level of confidentiality and professionalism.

Qualifications

• Minimum of 3-5 years of experience as a Personal Assistant, Executive Assistant, or similar high-level support role, preferably within the luxury hospitality, F&B, or entertainment sector.
• Expert-level proficiency in Microsoft Excel (pivot tables, complex formulas) and PowerPoint (professional presentation design).
• Working knowledge of Enterprise Resource Planning (ERP) systems; proven ability to process and manage financial workflows, specifically Purchase Requisitions (PRs), within NetSuite is essential.
• Familiarity with project management tools, with experience strongly preferred.
• Proven ability to handle sensitive and confidential information with absolute integrity.
• A resourceful and anticipatory working style. Must be a self-starter who can resolve complex logistical issues independently and remain calm under pressure.
• Exceptional verbal and written communication skills in English and Bahasa Indonesia. Proficiency in another international language is a significant asset.
• Must be flexible to work outside of standard business hours, including evenings, holidays, and weekends, to align with the demands of the CMO's travel schedule and major beach club events.

Job Type: Full-time