Executive Assistant to President Director

Job Purpose

The Executive Assistant to President Director provides high-level, comprehensive administrative, operational, and personal support to the President Director (Expat). This role requires an exceptionally organized, proactive, and detail-oriented professional who can seamlessly manage both corporate duties and personal/family affairs with absolute discretion, sharp problem-solving skills, and fluent English communication.

Key Responsibilities

1. Executive & Business Support

• Calendar & Schedule Management: Proactively manage complex work calendars, coordinate cross-time-zone meetings, handle travel itineraries (flights, visas, accommodations), and prioritize daily commitments.
• Meeting & Event Coordination: Organize executive board/management meetings, prepare meeting agendas, record detailed minutes of meetings (MoM), and follow up on actionable items.
• Proactive Initiative: Antipate executive needs, filter incoming communications, flag urgent priority issues, and handle routine administrative matters independently.
• Document Management: Draft, proofread, and finalize high-level correspondence, emails, reports, and presentation decks in flawless English.

2. Expense Management & Financial Reporting

• Expense Tracking: Meticulously track, record, and compile all business and personal expenditures incurred by the President Director.
• Finance Reporting: Prepare and submit accurate monthly expense claims, petty cash reports, credit card reconciliations, and reimbursement requests directly to the Finance department.
• Vendor & Service Payment Management: Coordinate with vendors, contractors, and service providers to manage invoices, payments, and receipt verification.

3. Personal & Family Logistics (Expat Liaison)

• Family & Household Management: Assist with family lifestyle logistics, including household bill payments, vehicle maintenance, housing/apartment lease renewals, and local utility setups.
• Travel & Relocation Support: Coordinate personal and family travel arrangements, holiday bookings, visa renewals, passports, and Expat immigration paperwork (KITAS/ITAS, work permits) in coordination with HR/Legal.
• Daily Operational Support: Streamline daily workflows, manage administrative vendor relations, oversee office/household operational maintenance, and ensure smooth day-to-day operations.

Key Requirements & Qualifications

• Education: Bachelor's Degree in Business Administration, Communications, Secretarial Studies, Foreign Languages, or related fields.
• Experience: Minimum 3 – 5 years of experience as an Executive Assistant, Personal Assistant, or Secretary supporting C-level Executives or Expats.
• Language Proficiency: Fluent in written and spoken English (essential for daily communication with the Expat Director and international stakeholders). Fluent Bahasa Indonesia is required for local operational liaison.
• Financial Literacy: Strong proficiency in expense tracking, receipt management, and basic financial/budget reporting.
• Core Skills:
  • Exceptional Attention to Detail: High accuracy in managing schedules, finance reports, and documentation.
  • Proactive & Self-Driven: Ability to anticipate needs, take initiative, and solve problems without constant supervision.
  • Highly Organized: Strong multi-tasking skills and time-management capability in a fast-paced environment.
  • Absolute Discretion: Proven track record of handling highly confidential business and personal information.
• Tech Proficiency: Advanced skills in Google Workspace, Microsoft Office (Excel, PowerPoint, Word), calendar management tools, and AI.