job description
Join Mix Plant, a dynamic and innovative company based in Bali, as our Executive Secretary. This is an exciting opportunity to support our leadership team in a fast-paced environment while enjoying the vibrant culture and lifestyle of Bali. As the backbone of our executive operations, you will play a crucial role in ensuring seamless communication, efficient document management, and smooth day-to-day operations.
In this role, you will work closely with senior management to manage schedules, coordinate meetings, and handle confidential information with the utmost professionalism. Your organizational skills, attention to detail, and proactive approach will be key to driving productivity and supporting our company’s growth. If you thrive in a structured yet dynamic environment and have a passion for administrative excellence, we’d love to hear from you!
This position offers a hybrid work arrangement, allowing you to balance professional responsibilities with the flexibility to enjoy Bali’s stunning beaches, lush landscapes, and thriving expat community. Whether you're based in Canggu, Ubud, Denpasar, Jimbaran, Nusa Dua, Kuta, or Badung, this role is perfect for someone looking to advance their career while living in one of the world’s most desirable locations.
At Mix Plant, we value collaboration, innovation, and work-life balance. Join us and be part of a team that is shaping the future of our industry while enjoying the best of island living.
Responsibility
- Manage and maintain executive calendars, scheduling meetings, appointments, and travel arrangements with precision and efficiency.
- Act as the primary point of contact for internal and external stakeholders, ensuring clear and professional communication.
- Prepare, organize, and maintain confidential documents, reports, and presentations in compliance with ISO documentation standards (experience in document control is a plus).
- Coordinate and facilitate executive meetings, including preparing agendas, taking minutes, and following up on action items.
- Handle incoming and outgoing correspondence, including emails, phone calls, and mail, with discretion and professionalism.
- Assist in the preparation of business reports, financial summaries, and other critical documents for leadership review.
- Support office operations by managing supplies, coordinating with vendors, and ensuring a well-organized workspace.
- Perform ad-hoc administrative tasks as needed to support the executive team and company objectives.
Qualifications
- Proven experience as an Executive Secretary, Executive Assistant, or similar administrative role, preferably supporting C-level executives.
- Exceptional organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with document management systems.
- Strong written and verbal communication skills in English; additional languages are a plus.
- Experience with ISO documentation and document control is highly advantageous.
- Discretion and professionalism in handling sensitive and confidential information.
- Ability to work independently, take initiative, and solve problems proactively.
- Familiarity with Bali’s business environment or experience working in a multicultural setting is a bonus.