Job description for Administrative Assistant at PT. Illuminate Research Asia
We are a growing Marketing Research agency based in Jakarta, Indonesia with regional presence in Southeast Asia. We are currently seeking for Administrative Assistant to support the research and operations team.
Working for Illuminate Asia group, the role will be office based (Jakarta office) for 2-3 days per week and remote 2-3 days per week. The role will be split by 3 days for working for the Indonesian team and 2 days for the CEO / regional team.
Key Roles:
- Admin for Research teams:
- Updating spreadsheets (Leads & Quotations etc)
- Ensuring the accuracy and timeliness of quotations, proposals, project confirmation, invoicing; and proper recording of the documents
- Assist with scheduling and logistics as needed
- Chasing team for admin tasks e.g. expenses etc
- Monitoring and sending Client Feedback Forms
- Monitoring of Illuminator of the Month nominations (& sending to management team after end of month)
2. Marketing and communications assistance:
- Work alongside Illuminate Marketing on digital marketing, events and other initiatives
- Assist to set up and manage digital marketing for the Illuminate Asia group, including social media postings, uploading website content, etc
- Maintain client and potential client database
- Prepare sales & marketing data for monthly management meetings, updating Leads & Quotations document etc.
3. Admin Assistant CEO / regional team – assist in administrative tasks for Illuminate Asia group
- Assist in HR activities – performance review management, team communications etc, as required
- Assist in other admin tasks, as requested – e.g. invoicing, travel arrangements, personal assistant
- Assist in data management requirements
4. Assist Project Management (as required) – Begin to learn about research and operation function:
- Work alongside project management team to assist, as requested, on basic project management functions - fieldwork set up, project management (fieldwork updates, briefings, recruitment update, scheduling / Zoom set up, recordings etc), supplier coordination, client communication, analysis / reporting; English transcript production, costing etc
Knowledge & Skills Needed for Success:
- Detailed and extremely organized; good prioritization / time management skills
- Confident, clear and succinct communication skills – with all key stakeholders (internal and external) - in English
- Proactive; suggest process improvements to the team
- Attention to detail/accuracy
- Outstanding project management skills
- Proactively seek feedback on written and verbal communication style
- Team building within Illuminate Asia and with suppliers
- Personal motivation skills and team player; desire to learn and progress
- Empowers others by instilling a sense of ownership
- Live and breathe Illuminate Asia’s vision & culture
Key Requirements:
- Minimum Diploma degree in Secretary, Business Administration, Office Administration or related majors
- Strong command in English both in verbal and written
- 0-2 years of working experience - Fresh Graduates are welcome to apply
- Skills in Microsoft Office/Microsoft 365
