General Affair And Administrative Assistant

Industry: Headhunter Consultant

Work Location: Kelapa Gading, North Jakarta

Requirements:

• Proven General Affair, Secretary, Admin or Personal assistant experience.
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office, Google Suite
• At least 5 years of experience in the field or in a related area
• Min Secretary diploma or equivalent; college degree preferred

Job Responsibilities:

• Build and maintain strategic partnerships.
• Provide general support to all team members; support & liaise on multiple projects; oversee and supervise the work of junior team members
• Make Minutes of Meetings (MOM) and follow up on Tasks and Due Dates of team members on the MOM
• Assist in the preparation of regularly scheduled reports; submit and reconcile expense reports
• Conduct research and create presentations
• Manage and organize the team schedule using Google Calendar (or other designated platform); organize and schedule appointments and meetings; book & organize travel arrangements
• Help marketing team to broadcasts posts on social media
• Help team to organize events
• Help with sending out newsletters
• Answer and direct phone calls; maintain contact lists
• Set up communications needs of the office and team members such as phones, and internet
• Ensure operation of equipments by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level of office supplies; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.; develop, manage, and maintain filing systems both digitally and physically
• Cover the reception desk when required; greet and assist visitors to the office
• Consistently develop and upgrade administrative systems to make them more efficient; resolve administrative problems
• Receive, sort, and distribute all mail and emails as well as send out mails.
• Maintain up-to-date employee attendance records
• Photocopy and print out documents on behalf of other colleagues
• Confirm restaurant reservations for senior team members
• Other tasks as requested by BOD