Lowongan PERSONAL ASSISTANT TO CEO di PT Pesta Pora Abadi

Job Description

1 – GENERAL

• Assist primarily the CEO with organizational, financial and personal administration on a daily basis
• Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Lead short-term projects and initiatives as requested by the CEO
• Respect the need for confidentiality and sensitivity of information
• Have a proven ability to exercise good judgment in recognizing the scope of authority
• Assist the CEO with all other related assigned tasks 

2 – COMMUNICATIONS

• Communicate and handle incoming and outgoing electronic communications on behalf of the CEO    
• Chase responses to requests and emails to/from the CEO
• Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, businesslike professional appearance and a positive, cheerful attitude
• Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner 

3 – SCHEDULING

• Work with the CEO to manage his calendar and schedule (board meetings, conferences, regional office visits) including coordinating CEO’s global and domestic travel itineraries
• Organize all other meetings to be attended by the Executive Director, including staff lunches, coffees, and Zoom/Google meet calls
• Ensures that key dates and events are highlighted to the CEO ahead of time
• Ensures that birthdays and other significant events are kept in front of the CEO

4 – MEETINGS                           

• Prepare materials, packets and presentations for CEO’s meetings.
• Organize the logistics of board meetings and other key internal meetings
• Coordinate and distribute notes at management meetings as requested
• Type up notes of the CEO as requested
• Organize and arrange venues for all other meetings requested by the CEO

5 – RECORDS AND DOCUMENTATION

• Maintain records of decisions and ensure action items are clearly recorded for the CEO
• Organize documents for signatures of CEO and members of executive staff related to relevant projects
• Keep accurate records and files at all times and as appropriate
• Update and maintain database of executive key contacts

6 – OTHER

• Coordinate travel arrangements including scheduling and purchasing tickets for CEO
• Provide oral and written translation of Indo to English, and English to indo as needed
• Manage Executive Director’s expense claims
• Purchases and sends gifts for key relationships
• Meet key guests at the airport
• Assist with special projects and reports as required as the CEO

REQUIREMENTS

• Bachelors degree required
• Willing to travel with flexible hours
• 3 years work experience in administrative and personal assistant roles at the executive level
• Excellent attention to detail, accuracy and quality
• Excellent written and verbal English communication skills
• Ability to maintain calendars and schedule appointments
• Ability to work easily and effectively with a wide range of people
• Able to manage multiple projects and responsibilities at once; ability to meet deadlines
• Ability to be flexible and exercise sound judgment
• Ability to work flexible hours and on weekends as needed
• Possesses time/organization/stress management skills
• Strong commitment to INCLUDED's goals and missions
• A responsible attitude to all aspects of the work
• Possesses cultural awareness and sensitivity
• Demonstrates solid work ethics
• Proficiency with MS Office Suite especially Excel, Word and PowerPoint
• A flexible, pro-active approach to work including the ability to prioritize and re – prioritize
• Ability to work on own initiative
• Ability to deal with sensitive information with discretion and to maintain confidentiality
• Willing to be placed in Jakarta