Are you a driven individual with a strong work ethic? One of Bali’s pioneering Property Development and Hospitality Groups is launching several off-plan property development projects and is searching for searching for Executive Assistant to join their team immediately.
The ideal candidate will be responsible to find opportunities to improve the company’s operations & business dealings from an organizational point of view and will span over a broad range of tasks & activities, from directly supervising all office management related tasks, to personal one on one support for the leadership team, and sometimes working closely with members of any department to support specific projects directly.
Requirements:
- Open for local candidates.
- Minimum six to eight years experience in a similar field.
- Bachelor’s Degree or equivalent experience.
- Experience in property or hospitality industries is a big plus.
- Pre-opening (start up) experience (desirable).
- Partial experience as a Personal Assistant is advantageous.
- Knowledge of office management systems and procedures.
- MS Office and English proficiency.
- Outstanding organizational and time management skills.
- Up to date with the latest office gadgets and applications.
- Ability to multitask and prioritize daily workload.
- Excellent verbal and written communications skills.
- Discretion and confidentiality.
- A creative mind and the ability to suggest improvements.
- Entrepreneurial, creative, energetic with a positive attitude.
- Works well under pressure, takes initiative and is self-driven.
Responsibilities:
- Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
- Oversee day-to-day office activities as the main point of contact & respond to requests and questions from the team about office operations.
- Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate deliveries when requested.
- Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing & shipping packages; and updating contacts database and employee lists.
- Manage all aspects of space/infrastructure planning (ex: upgrades, additions, changes to workstations).
- Coordinate internal and external resources, and cultivate relationships with vendors.
- Manage & maintain the company’s online & physical filing system to assure all administrative documents are properly stored & field, as well as providing access for the correct users within the company.
- Processing of invoices and managing office budgets.
- Support in HR functions with absence management and organizing inductions & administrational onboarding for new employees.
- Deal with local authorities related to the operation of the office.
- Reporting to senior management and performing secretarial and administrative duties.
- Act as the point of contact among executives, employees, shareholders, clients and other external partners.
- Manage information flow in a timely and accurate manner.
- Support with daily time management by scheduling appointments, meetings & conference calls, maintaining an events calendar, and sending reminders.
- Liaising with internal departments and making meeting arrangements.
- Preparing meetings’ agenda, taking accurate and comprehensive notes & creating meeting minutes & follow ups.
- Managing internal and external correspondence on behalf of senior management.
- Typing, formatting, and editing reports, documents, and presentations.
- Entering data, maintaining databases, and keeping records.
- Supporting various departments within the company on ad-hoc projects.
- Suggest improvements to upgrade the company’s operations processes.
- Ensure that that company has the adequate resources to complete its activities.
- Liaise with the company’s shareholders & their representatives to streamline communication between the entities.
- Supervise the company’s legal counsel in all matters relating to company/subsidiary setup & incorporation, business permits and other corporate establishment tasks.
Benefits:
- Attractive base salary + BPJS
