job description
Join Indonesia Multi Colour Printing as an Executive Secretary in our dynamic Bali office. This pivotal role supports senior leadership by ensuring seamless administrative operations, enabling our company to maintain its reputation for excellence in the printing industry.
As the first point of contact for executives, you will manage complex calendars, coordinate high-level meetings, and handle critical documentation including international travel arrangements (passports, visas, APEC cards) and corporate correspondence. Your organizational prowess will directly contribute to the efficiency of our leadership team.
This position offers a unique opportunity to work in Bali’s vibrant business environment while developing expertise in corporate administration. We’re seeking a detail-oriented professional who thrives in fast-paced settings and takes pride in delivering flawless support.
Responsibility
- Manage and coordinate executive calendars, including scheduling high-priority meetings, appointments, and travel arrangements
- Prepare and process corporate documents, including contracts, reports, and official correspondence with meticulous attention to detail
- Handle all aspects of international travel logistics for executives, including passport, visa, and APEC card applications
- Act as the primary liaison between executives and internal/external stakeholders, ensuring professional and timely communication
- Organize and maintain confidential files, records, and databases with strict adherence to data security protocols
- Coordinate board meetings and executive committees, including preparation of agendas, minutes, and follow-up actions
- Oversee office supply procurement and vendor relationships to ensure operational efficiency
- Provide administrative support for special projects and initiatives as assigned by senior management
Qualifications
- Bachelor’s degree in Business Administration, Secretarial Studies, or related field
- Minimum 3 years of experience as an Executive Secretary or in a similar high-level administrative role
- Exceptional organizational and time-management skills with the ability to prioritize tasks effectively
- Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software
- Fluent in English (written and verbal) with excellent communication and interpersonal skills
- Proven ability to handle sensitive information with discretion and maintain confidentiality
- Experience with international travel coordination and document processing is highly advantageous
- Strong problem-solving abilities and a proactive approach to anticipating executive needs