Executive Secretary 2 POSTS / ESC-CLP-JAC

Our Client, with group companies in Mobile Telecommunication, Mining & Hospitality (resort&hotel) Business is seeking urgently for

EXECUTIVES SECRETARY (2 Posts)

Role includes:

1. Facilitating the Administration, Secretarial and Coordination requirements of three (3) Company Executives

2. Job Sharing the ‘Corporate Secretary’ role with two work hour windows for two (2) people:

a.       09.00 - 18.00 hrs (including1 hr meal break)   - (Secretary 1)

b.      14.00 – 23.00 hrs (including 1 hr meal break)  - (Secretary 2)

JOB DESCRIPTION

The ‘Corporate Secretary’ role covers three (3) areas of responsibility: 

· Corporate Administration support to the three Company Executives: 2 local & 1 Expatriate

· Personal Representation on behalf of the three Executives to all Clients, Contractors, Partners and Associates

· Project Support to project team members that may require adhoc Administration Assistance and Coordination 

SKILLS/QUALIFICATIONS

·         Minimum 3  yrs Corporate Administration support experience at Executive level

·         Fluent English (Written/Oral) Skills

·         Advanced Excel, Microsoft Project Office, Word, PowerPoint

·         Excellent & Proven Time Management and Interpersonal skills

QUALITIES

· 100% Commitment to support the three Company Executives

·  Honest and uncompromising work ethics toward the Company

·  Proactive and Forward thinking to anticipate issues and fix before they occur

·  Self Motivated with Quality  and Independent Decision making attributes

·  Sound Communication and Interaction with all Project Team members

RESPONSIBILITIES

The ‘Corporate Secretary’ Responsibilities focus on supporting the three Executives and include:

· Plan: Daily Schedules, Meeting Priorities, Room Allocation, Meal & Refreshment Breaks

· Coordination: Daily Meeting, Filing/Documentation Management, Travel Bookings, Guest Reception

· Deliver:  Minutes of Meetings, Letter Drafts, Spreadsheet Compilation, Presentation & Proposal Packs

· Facilitate Tasks: Office Boy, Executive Drivers any Temporary staff activities

· Maintain: Executive Contacts & Business Card Registers, VIP Register, Visitor Register, Inventory Register

· Report:

o        Stationary, Kitchen and Toilet Stock/Orders  

o        Staff Attendance Log/Absentees/Sick/Leave figures   

ADMINISTRATION PROJECTS

The following Administration Projects should be delivered within an agreed time frame:

· Corporate & Personal Document and File Registry

· Executive Contacts Register (Outlook and Hard copy)

· Office Inventory Register

· Travel & Reconciliation Process

Working Location: Jakarta Pusat

 Report to : Top Executives

Salary Range: Open

Send CV to : LHutabarat@jac-recruitment.co.id
Put email Subject : ESC-CLP-JAC

please stated which shift you prefer (1 or 2)