Personal Secretary

# PERSONAL SECRETARY TO PRESIDENT DIRECTOR / OWNER

**Location:** Jakarta

**Employment Type:** Full-time

**Reporting To:** President Director / Owner

### About the Role

We are looking for a **Personal Secretary** to provide dedicated administrative and personal support to a President Director / Owner.

This is a **fast-paced, hands-on role** that requires someone who is highly organized, responsive, discreet, and able to work effectively under pressure. The ideal candidate is comfortable supporting a senior executive with a busy and frequently changing schedule, while maintaining professionalism and composure at all times.

The successful candidate should be a **mature and resilient professional** who can anticipate the executive's needs, handle last-minute changes, and ensure that daily activities run smoothly with minimal supervision.

### Key Responsibilities

**Executive & Schedule Management**

* Manage the President Director's daily schedule, appointments, meetings, and personal engagements.

* Coordinate and prioritize multiple activities based on urgency and importance.

* Provide timely reminders and updates regarding upcoming appointments and commitments.

* Handle frequent schedule changes and last-minute requests efficiently.

* Coordinate meetings, venues, transportation, and other logistical requirements.

* Ensure the President Director is well-prepared for meetings, appointments, events, and business activities.

**Personal Assistance**

* Handle personal and professional administrative matters on behalf of the President Director.

* Coordinate travel arrangements, transportation, accommodation, dining reservations, and other personal arrangements.

* Assist with personal errands, purchases, gifts, invitations, and other ad-hoc requests when required.

* Coordinate with household staff, drivers, vendors, service providers, and other relevant parties.

* Ensure personal and business matters are handled discreetly and professionally.

**Communication & Coordination**

* Act as a key point of contact between the President Director and internal/external parties.

* Communicate instructions clearly and follow up to ensure completion.

* Coordinate with drivers, staff, business partners, vendors, clients, and other stakeholders.

* Handle phone calls, WhatsApp messages, emails, and correspondence when required.

* Maintain professional communication on behalf of the President Director.

**Administrative Support**

* Prepare documents, correspondence, schedules, reports, and other materials as required.

* Maintain organized records of appointments, contacts, documents, and important information.

* Follow up on outstanding tasks and ensure deadlines are met.

* Assist with expense tracking, invoices, payments, and other administrative matters when required.

**Ad-Hoc & Problem Solving**

* Respond quickly and appropriately to unexpected situations and urgent requests.

* Proactively identify potential issues and resolve them before they become problems.

* Take ownership of assigned tasks from start to completion.

* Be willing to handle responsibilities outside of routine administrative work when required.

### Requirements

* **Maximum age: 40 years old.**

* Minimum **1 year of professional experience** as a Personal Secretary, Personal Assistant, Executive Assistant, Secretary, or in a closely related role.

* **Fresh graduates are not eligible** for this position.

* Experience supporting a **senior executive, business owner, director, or high-level professional** is strongly preferred.

* Excellent organizational and time-management skills.

* Strong attention to detail and ability to manage multiple priorities simultaneously.

* Good verbal and written **English communication skills**.

* Proficient in Microsoft Office / Google Workspace and comfortable using WhatsApp and other digital communication tools.

* Able to maintain strict confidentiality and handle sensitive personal and business information.

* Highly responsive and comfortable working in a fast-paced environment.

* Strong follow-up skills with a **hands-on and proactive approach**.

* Willing to handle both professional and personal matters as required.

### Personality & Work Style

We are looking for someone who:

* Has **strong resilience and emotional maturity**.

* Remains calm, professional, and solution-oriented under pressure.

* Can work effectively with a **highly efficient, demanding, and occasionally temperamental executive**.

* Is not easily discouraged by sudden changes, urgent requests, or direct communication.

* Understands that priorities may change quickly and can adapt without losing focus.

* Is proactive and able to **anticipate needs rather than simply wait for instructions**.

* Has a strong sense of urgency and understands the importance of punctuality.

* Is dependable, responsible, and willing to take ownership.

* Can respectfully communicate with senior management while maintaining appropriate boundaries.

* Is comfortable working independently and making practical decisions within their authority.

### Important Note

This position is best suited for someone who is **experienced, adaptable, highly responsive, and comfortable working closely with a senior executive on a daily basis**.

The role requires flexibility and a willingness to manage both **business and personal responsibilities**, including occasional last-minute requests and changes in schedule.

**If you are someone who stays organized under pressure, communicates well, takes initiative, and can remain composed in a demanding environment, we would like to hear from you.**