job description
Join People Profilers, a leading executive search and professional staffing firm, as our Executive Admin Assistant (Secretary) in the vibrant and dynamic setting of Bali. This is a premium support role designed for a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced environment. You will serve as the right hand to our Managing Director, ensuring seamless operations, efficient communication, and impeccable administrative support.
In this role, you will be the gatekeeper of executive efficiency, managing complex calendars, coordinating high-level meetings, and facilitating smooth internal and external communications. Baliâs growing business hubsâincluding Canggu, Ubud, Denpasar, Jimbaran, Nusa Dua, Kuta, and Badungâoffer a unique blend of professional opportunities and lifestyle benefits, making this an ideal position for those seeking both career growth and a high quality of life.
If you are a strategic thinker with exceptional interpersonal skills, a passion for organization, and the ability to anticipate needs before they arise, this is your chance to make a significant impact in a prestigious role. Enjoy a competitive salary, professional development opportunities, and the chance to work with a team that values excellence and innovation.
Responsibility
- Act as the primary point of contact for the Managing Director, managing emails, calls, and correspondence with professionalism and discretion.
- Coordinate and schedule complex calendars, including meetings, appointments, and travel arrangements, ensuring optimal time management.
- Prepare and edit high-quality documents, reports, and presentations for executive review and stakeholder distribution.
- Organize and facilitate internal and external meetings, including logistics, agendas, and follow-up actions to drive productivity.
- Maintain confidential records, files, and databases with accuracy and attention to detail, ensuring compliance with company policies.
- Anticipate the needs of the Managing Director and proactively address administrative challenges to enhance operational efficiency.
- Collaborate with cross-functional teams to streamline processes and improve communication workflows.
- Handle ad-hoc projects and tasks with a solutions-oriented mindset, demonstrating flexibility and adaptability.
Qualifications
- Minimum of 3-5 years of experience in an executive administrative or secretarial role, preferably supporting C-level executives.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Gmail, Calendar, Docs).
- Exceptional organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment.
- Strong written and verbal communication skills in English, with the ability to interact professionally with stakeholders at all levels.
- Discretion and confidentiality in handling sensitive information and high-level communications.
- Experience with calendar management tools (e.g., Microsoft Outlook, Google Calendar) and virtual meeting platforms (e.g., Zoom, Microsoft Teams).
- Ability to work independently, take initiative, and solve problems with minimal supervision.
- Bachelorâs degree or equivalent professional certification in Business Administration, Secretarial Studies, or a related field is a plus.