job description
Join Quad-R Building Solutions as an Executive Secretary and play a pivotal role in supporting our Executive Management team with high-level administrative, coordination, and organizational tasks. This position is ideal for a detail-oriented professional who thrives in a fast-paced environment and excels in managing complex schedules, communications, and operational workflows.
Based in the vibrant and dynamic region of Canggu, Bali, you will contribute to the efficiency and success of our leadership team while enjoying the unique work-life balance that Bali offers. Your expertise will ensure seamless operations, allowing executives to focus on strategic decision-making and business growth.
If you are a proactive, discreet, and highly organized individual with a passion for excellence, we invite you to apply and become an integral part of our mission to deliver exceptional building solutions.
Responsibility
- Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements with precision and confidentiality.
- Prepare and edit correspondence, reports, presentations, and other documents, ensuring accuracy and professionalism.
- Act as the primary point of contact for internal and external stakeholders, handling inquiries and communications with diplomacy and efficiency.
- Coordinate and organize high-level meetings, including preparing agendas, taking minutes, and following up on action items.
- Oversee office operations, including supply management, vendor relations, and administrative workflows to ensure optimal efficiency.
- Conduct research and compile data to support executive decision-making and strategic initiatives.
- Handle sensitive information with the utmost discretion and maintain strict confidentiality.
- Assist in project management tasks, including tracking deadlines, coordinating resources, and liaising with cross-functional teams.
Qualifications
- Bachelor’s degree in Business Administration, Secretarial Studies, or a related field. Relevant experience may substitute for formal education.
- Minimum of 5 years of experience as an Executive Secretary, Personal Assistant, or in a similar high-level administrative role.
- Exceptional organizational, time-management, and multitasking skills with a keen eye for detail.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Outstanding written and verbal communication skills in English, with the ability to draft professional correspondence.
- Strong interpersonal skills with the ability to build rapport with stakeholders at all levels.
- Proven ability to handle confidential information with integrity and discretion.
- Experience in a corporate or construction industry environment is a plus.