Deskripsi pekerjaan Executive Assistant & General Affairs Specialist PT Samvad Technology Services
Role Overview
The Executive Assistant & General Admin Specialist is a central support role at PT. Samvad Technology Services, enabling the CEO and senior leadership to operate at full effectiveness. This is not a passive administrative role — the ideal candidate is highly proactive, meticulous, and a fast learner who can manage priorities, anticipate needs, and execute without waiting for day-to-day instruction.
Beyond executive support, this role also serves as the company's external-facing liaison and provides targeted support to commercial and project activities as required.
Key Responsibilities
Executive & General Affairs Support
• Day-to-Day Office Management: Supporting day-to-day office operations including dealing with local entities, service providers, paper filing, and general admin tasks.
• Calendar & Priority Management: Strategically managing the CEO's office, identifying areas requiring direct focus and intervention, setting up meetings, managing the calendar, and making reservations. This role is expected to proactively set priorities, not wait for instructions.
• Meeting Coordination: Setting up meetings with partners, customers, and government bodies by coordinating with their EAs and relevant contacts.
• Meeting Preparation: Preparing the CEO and relevant leaders with all necessary information, materials, and decks ahead of meetings and reviews.
• Personal Assistance: Attending to the CEO's personal matters as required, exercising absolute discretion at all times.
• Travel & Logistics: End-to-end management of travel, ticket bookings, and accommodation requirements for the CEO, CFO, and other senior members as required.
• Visa & Documentation: Managing visa applications, travel permits, and entry requirements for international trips with sufficient lead time.
• Expense Documentation: Preparation and proper documentation of expense reports for the CEO and CFO in line with SOP.
• Translation Support: Assisting with translation of business and office-related documents between Bahasa Indonesia and English, both internally and externally.
• Relationship Management: Maintaining and strengthening relationships and liaising with internal leaders and external stakeholders.
• Office Setup & Admin: Working closely with the CEO on office setup, admin processes, and operational improvements as the company grows.
External Liaison & Commercial Admin
• External Stakeholder Liaison: Acting as a professional point of contact between Samvad and external parties, including partners, clients, vendors, and government bodies, ensuring communications are handled accurately and promptly.
• Event & Engagement Logistics: Organising logistics for external engagement, such as client meetings, dinners, and company events, including venue, catering, and attendee coordination.
• Vendor & Accreditation Support: Supporting vendor registration and accreditation submissions with clients and government entities in coordination with the relevant team.
• Sales & Project Admin: Providing targeted administrative support to sales and project activities as directed, including follow-ups, documentation filing, and tracking of key milestones.
What We're Looking For
More than a specific background or number of years, we are looking for the right person. The ideal candidate:
• Is proactive and self-driven, anticipates needs and acts on them without waiting to be told.
• Is meticulous, takes pride in accuracy and follow-through, and ensures nothing falls through the cracks.
• Is a fast learner, picks up new tools, processes, and contexts quickly without needing to be taught every step.
• Communicates professionally and confidently in both English and Bahasa Indonesia, written and spoken.
• Exercises absolute discretion with sensitive information relating to the CEO, leadership, clients, and commercial matters.
• Is comfortable in a fast-moving, early-stage environment.
Experience & Qualifications
• Prior experience in an Executive Assistant, Personal Assistant, or senior administrative support role is required.
• Experience coordinating international business travel and visa processing is strongly preferred.
• Exposure to external liaison, stakeholder management, or B2B commercial environments is an advantage.
• High proficiency in Microsoft Word, Excel & Power Point, calendar management, and a structured approach to data management.
