General Administrative & Director Executive Assistant (PA)

The General Administration & Executive Assistant is responsible for providing comprehensive administrative and executive support to the Director while ensuring the efficient day-to-day administration of Green Camp Bali. This role manages executive scheduling, communication, meeting coordination, travel arrangements, purchasing administration, merchandise administration, document management, and office operations. The position requires excellent organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a dynamic environment.

Job Description

Executive Assistant to the Director (60%)

• Manage the Director's calendar, appointments, meetings, and daily schedule.
• Coordinate monthly staff check-in schedules with the HR team.
• Schedule meetings, send reminders, and coordinate meeting logistics.
• Prepare meeting agendas, supporting documents, and meeting materials.
• Record meeting minutes, track action items, and follow up on outstanding tasks.
• Monitor emails, draft correspondence, and coordinate internal communications.
• Organize executive files, notes, and administrative documentation.
• Coordinate travel arrangements, itineraries, accommodation, and transportation.
• Provide day-to-day administrative and executive support to the Director.

General Administration (40%)

• Source quotations and coordinate purchases with suppliers and vendors.
• Prepare and monitor Purchase Requests (PR) and Purchase Orders (PO).
• Follow up with vendors to ensure timely delivery of goods and services.
• Maintain purchasing records, invoices, supplier documentation, and filing systems.
• Manage office supplies, stationery, and administrative inventory.
• Monitor merchandise inventory, sales records, and prepare inventory reports.
• Coordinate with internal departments to support daily administrative operations.
• Ensure administrative activities comply with company policies, SOPs, and operational standards.
• Provide general administrative support and assist with cross-departmental administrative tasks.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field.
• Minimum 2–3 years of experience in administration, executive support, or as a Personal Assistant/Executive Assistant supporting senior management.
• Excellent organizational, administrative, and time management skills with the ability to prioritize multiple tasks effectively.
• Proficient in Google Workspace (Calendar, Gmail, Docs, Sheets, Drive, Meet, and Forms), Canva, and other standard office applications.
• Excellent written and verbal communication skills in English.
• Highly proactive, detail-oriented, and able to work independently with minimal supervision.
• Demonstrates professionalism, integrity, and discretion when handling confidential information.
• Strong interpersonal skills with the ability to collaborate effectively across teams and external stakeholders.