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.

Skills: Secretarial Skills, Communication Skills, Google Docs, Microsoft 365, Organizational Skills, Scheduling, Administration, Google Sheets, Microsoft Office, Microsoft Outlook