Executive Assistant (EA)
Jakarta Raya
Responsibilities:
* Reporting to an Expatriate Director in Jakarta and to the Regional
EA Manager in Singapore, she will work with Directors, Principals,
Associate Principals and/or teams when required, providing robust
administration and logistical support. The role requires an individual
with a professional, intelligent and responsive approach, capable of
working with a high degree of autonomy, a positive attitude and
extensive attention to detail. The EA displays professional
sensitivity, high levels of confidentiality and flexibility, as well
as maturity in day-to-day dealings with clients and colleagues.
Ideally, he/she has extensive professional experience in this or in a
similar role.
* Extensive diary management
* Plans and manages travel arrangements and itineraries
* Answers phones and handle all calls efficiently and professionally
* Monitors emails and other correspondence and respond as appropriate
* Effectively liaises with clients, teams and other contacts;
including setting up and coordinating meetings
* Produces and coordinates proofreading of correspondence, documents
and presentations. This includes making final changes, photocopying
and binding if required
* Administrative responsibilities including filing, timesheets,
expenses, sending out bills, maintenance of records, mailing lists etc
* Coordinates appropriate personal matters on behalf of the Partner
if required, prioritising client work
* Ad-hoc project work dependent on Partner/AP/team needs
* Handles administrative and logistical duties for the Engagement
Manager and the team, including setting up the team room and arranging
administrative supplies as required
* Books meeting rooms, videoconferences, phone conferences etc for
the team, and also group team meals when necessary
* As a member of the Executive Assistant team, acts as back-up to
other Assistants in their absence and assists other team members as
required, i.e. answering telephones, taking messages, checking diaries
* Organise client and internal conferences/meetings when required
Requirements:
* Diploma in Administration (or equivalent) desired
* Strong command of the English language (verbal and written)
* Positive attitude with a willingness to provide the highest levels
of internal and external client service
* Ability to communicate to clients, Directors, Principals, APs and
team members by phone and email in a clear, concise manner
* Able to work on own initiative and to have a solutions-orientated approach
* Demonstrates excellent oral and written communication skills and
has the ability to initiate and compose own correspondence
* Maintains confidentiality and commits to the firm's standard of excellence
* Demonstrates organisational/administrative skills; prioritizes - a
forward thinker
* Ability to work accurately and effectively under extreme pressure,
whilst remaining calm and composed
* Visibility of work requires attention to detail, excellent
organisation skills and discretion with confidential information
* Works as a team player; displays flexibility when performing tasks
and procedures based on the needs of the team
* Ability to deal with stress and ambiguity
* Resilient, mature and has integrity, with a quietly strong, but not
intimidating personality
* Is a role model that colleagues can emulate
* Proficient in MS Word, PowerPoint, Excel and web-based applications
* The ability to grasp new applications/productivity tools (e.g. Lotus Notes)
Preference will be given to applicants with working experiences in the
same industry sector opposite the requirement. It your qualifications
and experiences are solid enough to meet the right standards of our
clients, you are encouraged to send your application letter (with
contact details) along with detailed CV in English, recent photo and
expected salary, quoting the appropriate position, within 1 week from
this ad, to:
PT. InterMatrix Search Consultants
Prince Center 6th Floor Suite 608
Jl. Jendral Sudirman Kav. 3-4
Jakarta Pusat 10220
Email Address: intermatrixconsultant@gmail.com
/recruitment@intermatrixconsultants.com
