job description
Join Office Pen N Paper as an Administrative Assistant in the vibrant heart of Bali! This role offers a unique opportunity to provide high-level executive and digital administrative support in a dynamic, international work environment. You will play a pivotal role in ensuring smooth operations by managing correspondence, coordinating with global suppliers, and maintaining organized systems for maximum efficiency.
Ideal for detail-oriented professionals with a passion for organization and digital tools, this position combines traditional administrative duties with modern, tech-savvy solutions. Whether you're liaising with overseas partners, managing schedules, or optimizing workflows, your contributions will directly impact the success of our operations in Southeast Asia.
Based in Canggu, you’ll enjoy a collaborative workspace with a focus on work-life balance, surrounded by Bali’s inspiring culture and scenery. If you thrive in a fast-paced setting and excel at multitasking, we’d love to hear from you!
Responsibility
- Provide comprehensive executive and personal assistant (PA) support to senior management, including calendar management, travel arrangements, and expense reporting.
- Coordinate and liaise with overseas suppliers, clients, and partners to ensure seamless communication and transaction processing.
- Manage digital filing systems, databases, and documentation with meticulous attention to detail and confidentiality.
- Prepare and edit correspondence, reports, and presentations using advanced tools (e.g., Microsoft Office, Google Workspace).
- Handle incoming/outgoing communications, including emails, calls, and messages, with professionalism and urgency.
- Organize and facilitate meetings, conferences, and events, including logistics, agendas, and follow-up actions.
- Monitor and order office supplies and equipment, ensuring cost-effective procurement and inventory management.
- Support HR-related tasks, such as onboarding, record-keeping, and compliance documentation.
Qualifications
- Minimum 2+ years of experience in administrative, executive assistant, or similar roles.
- Fluency in English (written and verbal); proficiency in Mandarin or Malay is a plus.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Exceptional organizational, time-management, and multitasking skills with the ability to prioritize tasks effectively.
- High level of discretion and professionalism in handling confidential information.
- Experience with digital tools (e.g., CRM systems, project management software like Trello or Asana) is advantageous.
- Excellent communication and interpersonal skills to interact with stakeholders at all levels.
- Proactive, detail-oriented, and able to work independently with minimal supervision.