Job description for Personal Assistant to Directors (Mandarin Speaker) – ASIX at PT Eka Nusantara Gemilang
We are looking for a Mandarin-speaking Personal Assistant to support our Directors. You’ll keep the Directors’ offices running smoothly: managing schedules, travel, communications and confidential matters, and acting as the first point of contact for internal and external stakeholders.
What you’ll do
- Manage the calendars, meetings and appointments of the Directors. Resolve conflicts and reschedule proactively.
- Prepare daily briefings (agenda, participants, materials) and send invitations.
- Book domestic and international travel (flights, hotels, transport, visas, insurance), prepare itineraries, and reconcile travel advances and expenses.
- Screen and manage calls, emails and messages (WeChat, WhatsApp, email), and escalate urgent matters.
- Draft and proofread correspondence in Mandarin, English and Bahasa Indonesia, and provide consecutive interpretation when needed.
- Prepare presentations, reports and memos. Take and distribute meeting minutes and follow up on action items.
- Plan management meetings, company events, business visits and site tours, including hospitality and briefing packs.
- Maintain relationships with key partners and clients and keep the contact database updated.
- Process expense claims, reimbursements and petty cash, and prepare purchase requests with Finance and GA.
- Manage physical and digital filing confidentially and track contracts and renewals.
- Handle sensitive information with full discretion and comply with company policy and data protection rules.
What we’re looking for
- Mandarin speaker (spoken and written) is a must. You’ll handle correspondence, calls and interpretation in Mandarin daily.
- Bachelor’s degree (S1) in any field.
- Minimum 5 years of experience in an executive or personal assistant role.
- Fluent in English and Bahasa Indonesia. Experience with consecutive interpretation and business translation.
- Skilled in calendar and travel management, document drafting, minute-taking, M365, Google Workspace and Zoom.
- Highly discreet, proactive, detail-oriented, and able to multitask and stay composed under pressure.
- Strong stakeholder management and professional communication, with good grooming and presentation.
