Deskripsi pekerjaan Executive Assistant AION GROUP INTERNATIONAL
Location: Bali, Indonesia (On-site)
About the Role
We are looking for a highly organized, proactive, and trustworthy Executive Assistant to support our Director in Bali.
This role combines executive support, personal assistance, coordination, administration, and project follow-up. The successful candidate will work closely with the Director and assist with both business-related and selected personal matters to ensure smooth day-to-day operations.
The position is based in Bali and requires someone who is flexible, resourceful, and comfortable working in a fast-paced international environment.
Key Responsibilities
Prepare and accompany meetings
- Participation in relevant internal and external meetings
- Preparation of the agenda and compilation of necessary documents
- Introduction to meetings with a brief summary of the previous session
- Presentation of outstanding tasks, responsibilities and deadlines
- Documentation of decisions, tasks and agreements
- Creation and prompt dispatch of understandable meeting minutes
- Transfer of new tasks into a central list of measures
Track tasks, deadlines, and decisions
- Management and maintenance of a central overview of tasks and measures
- Regular query and documentation of the processing status
- Timely reminder of agreed deadlines to the responsible persons
- Consistent tracking of overdue tasks
- Early information of the management about delays, problems and the need for decisions
- Preparation of a weekly status report for the management
Operational support of the management and the divisions
- Support in the preparation and implementation of operational tasks and projects
- Collaboration on tasks prepared by the management for various areas of the company
- Support for individual departments in the implementation of measures on behalf of the management
- Obtaining and processing information from different areas of the company
- Coordination of cross-departmental tasks, contact persons and appointments
- Creation of overviews, working documents, checklists and decision templates
- Flexible assumption of short-term operational tasks
- Accompaniment of tasks and projects until their complete implementation
Communication and translations
- Organizational interface between management, employees, business partners, suppliers and service providers
- Preparation of messages, letters and work instructions
- Translation of texts, messages, minutes and documents from German into English and from English into German
- Language support for German and English-language meetings
- Ensuring that important information is shared in a complete and understandable way
- Obtaining missing information and feedback
Appointment management and organization
- Organization and maintenance of the management's diary
- Arrangement, confirmation and monitoring of internal and external appointments
- Coordination of meetings, online meetings, business trips and events
- Preparation of the necessary documents, rooms and technical equipment
- Maintenance of follow-ups and important deadlines
Business and personal tasks
- Completion of business and personal tasks and errands for the management
- Organization of purchases, orders, reservations and appointments
- Obtaining and comparing offers and prices
- Contacting authorities, service providers, craftsmen and suppliers
- Collection, delivery or submission of documents
- Control of deliveries and contracted services
- Complete documentation of expenses, invoices, receipts and receipts
- Discreet and reliable handling of confidential personal matters
Documentation and filing
- Structured storage of contracts, minutes, reports and correspondence
- Ensuring that important documents are complete and up-to-date
- Maintenance of templates, checklists and standard procedures
- Documentation of changes, approvals and process improvements
- Confidentiality of all business and personal information
Requirements
- Minimum 2 years experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role.
- Strong organizational skills and a structured way of working
- Very high reliability, sense of responsibility and discretion
- Good to very good written and spoken German and English skills
- Ability to summarize complex content in a short, understandable and clear way
- Independent and consistent tracking of tasks and deadlines
- Confident handling of e-mail, calendars, documents and digital task lists
- Friendly, authoritative and professional communication
- Flexibility and willingness to take on different business, operational and personal tasks
- Ability to identify priorities and stay on top of things even with short-term requirements
- Solution-oriented thinking and the willingness to address problems at an early stage
- Willingness to take responsibility for the complete organization and follow-up of assigned tasks
- Based in Bali or willing to relocate to Bali.
