job description
Join a dynamic and prestigious organization in Bali as an Executive Secretary to the Board of Directors. This pivotal role offers a unique opportunity to provide high-level administrative support, ensuring seamless coordination and communication for two key executives. Based in the vibrant and culturally rich region of Bali, you will play a crucial role in maintaining confidentiality, efficiency, and professionalism in all executive operations.
As the first point of contact for the Board, you will manage complex calendars, prioritize critical tasks, and facilitate internal and external communications with discretion and tact. This position demands exceptional organizational skills, a proactive mindset, and the ability to thrive in a fast-paced, high-stakes environment. If you are a detail-oriented professional with a passion for excellence, this role is your chance to contribute to strategic decision-making while enjoying the unparalleled lifestyle of Bali.
Responsibility
- Manage and coordinate the daily schedules, appointments, and travel arrangements for two Directors, ensuring optimal time management and prioritization.
- Prepare and organize confidential documents, reports, and presentations for executive meetings and board discussions.
- Act as the primary liaison between the Board of Directors, senior management, and external stakeholders, maintaining professional and discreet communication.
- Handle incoming correspondence, including emails, calls, and inquiries, with a high degree of professionalism and urgency.
- Coordinate and facilitate internal meetings, including preparing agendas, taking minutes, and distributing action items.
- Oversee administrative tasks such as expense reporting, filing, and maintaining executive records with meticulous attention to detail.
- Anticipate the needs of the Directors and proactively address potential issues or conflicts in scheduling or logistics.
- Uphold strict confidentiality in all matters related to the Board and the organization’s strategic operations.
Qualifications
- Bachelor’s degree in Business Administration, Secretarial Studies, or a related field. Advanced degrees or certifications in executive support are a plus.
- Minimum of 5 years of experience as an Executive Secretary, Personal Assistant, or in a similar high-level administrative role, preferably supporting C-level executives.
- Exceptional written and verbal communication skills in both English and Indonesian, with the ability to draft professional correspondence and interact with stakeholders at all levels.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with calendar management tools (e.g., Google Calendar, Microsoft Teams).
- Strong organizational and multitasking abilities, with a proven track record of managing complex schedules and prioritizing tasks effectively.
- High level of discretion, integrity, and professionalism, with the ability to handle sensitive information confidentially.
- Excellent interpersonal skills, with a customer-service-oriented approach and the ability to build rapport with internal and external parties.
- Familiarity with corporate governance practices and experience in a multinational or fast-paced corporate environment is advantageous.