Job description for Executive Assistant to Director at GELORA SPORT INDONESIA
KEY RESPONSIBILITIES
Schedule and Calendar Management
- Manage and maintain the Director’s business calendar and schedule.
- Arrange and coordinate internal and external meetings.
- Remind the Director of important agendas, deadlines, and activities.
- Organize business travel arrangements, including tickets, accommodations, and transportation.
Administration and Documentation
- Prepare letters, memos, reports, and company documents.
- Record meeting minutes and distribute meeting outcomes to relevant stakeholders.
- Maintain and manage both physical and digital document filing systems.
- Ensure the confidentiality of company documents and information.
Coordination and Communication
- Serve as a liaison between the Director and internal departments as well as external parties.
- Screen and manage phone calls, emails, and other correspondence.
- Follow up on the Director’s instructions with relevant departments and teams.
- Ensure that important information is communicated accurately and in a timely manner.
Operational Support
- Assist in monitoring the implementation of projects and programs that require the Director’s attention.
- Prepare data and information required for decision-making processes.
- Follow up on tasks and action plans resulting from management meetings.
- Assist in the preparation of management reports and presentations.
Meeting and Event Management
- Organize and prepare all requirements for management meetings, including town hall and weekly meetings.
- Coordinate invitations, meeting rooms, catering, and meeting equipment.
- Assist in coordinating corporate events involving the Director.
- Act as the Person in Charge (PIC) for external activities assigned by the Director.
Confidentiality and Compliance
- Maintain the confidentiality of strategic company information.
- Ensure that all administrative activities comply with company policies and procedures.
- Handle sensitive documents professionally and securely.
REQUIRED COMPETENCIES
- Time Management
- Communication Skills
- Coordination & Follow-Up
- Confidentiality
- Problem Solving
- Attention to Detail
- Project Coordination
- Stakeholder Management
