Personal Assistant to Senior Management & Office Manager

Personal Assistant to Senior Management & Office Manager Role Overview

We are seeking a highly committed and operationally hands‑on professional to serve as Personal Assistant to the Senior Management whilst leading the Office Management function for the Jakarta Head Office.

This dual‑role position requires executive‑level judgement, strict confidentiality, operational discipline and strong stakeholder management capabilities. The incumbent will ensure seamless executive support at Senior Management level whilst maintaining a professional, efficient and fully compliant office environment aligned with Indonesian regulatory requirements and international corporate standards.

The person should ensure to provide high‑level, confidential administrative and strategic support to Senior Management of the company.

Key Responsibilities

Direct Accountability: Report directly to the COO, taking full responsibility for the smooth running of the head office and administrative functions.

VIP Hospitality: Coordinate and manage high‑level arrangements for visiting Principals, Shareholders and VIP guests, ensuring flawless reception, meeting room readiness and professional service.

Personnel Management: Lead and supervise office support staff (Office Boys, Receptionists, Drivers).

Rostering & Coverage: Develop and enforce work rosters for the OB team to ensure constant coverage, maintaining impeccable office cleanliness.

Expat Support: Understanding on Visa processing documents to support Expat and local who are travelling overseas.

Building Liaison: Act as the primary point of contact for Building Management regarding utilities, parking, facilities maintenance and building‑related permits.

Access Control: Serve as the central key holder for all office rooms and secure areas, maintaining strict logs and security protocols.

Inventory & Procurement: Oversee the procurement of office supplies, pantry stock and equipment, ensuring cost‑effective management and zero downtime in supplies.

Lounge & Pantry Excellence: Ensure the Coffee Lounge is always stocked and presented to a high standard; oversee the cleanliness and hygiene of office refrigerators, ensuring expired items are removed and storage is organized.

Asset & Discipline Oversight: Conduct regular checks to ensure resigning employees clear their desks/assets and ensure office cabinets remain free of personal clutter.

Compliance & Safety: Maintain First Aid supplies and ensure office‑wide adherence to health and safety standards.

Budget Management: Manage the office operational budget, tracking expenses and identifying opportunities for cost optimization.

Key Requirements

Experience: Minimum 5 years’ experience in Office Management, General Affairs, or a senior administrative role, preferably within a fast‑paced corporate or hospitality environment.

Technical Knowledge: Understanding of Visa management for local travelling overseas and incoming ex‑pats to the country and their onward travel.

Language: Professional fluency in English and Bahasa Indonesia (written and spoken).

Education: Degree preferred but not mandatory – relevant experience will be prioritized.

Core Competencies & Behavioural Expectations

High Integrity & Confidentiality

Operational Discipline & Hands On

Firm but Fair Leadership

Strong Organisational and Coordination Skills

Hospitality‑Oriented Mindset

Detail‑Oriented with High Standards

Calm Under Pressure

Strong Communicator across all organisational levels

What We Offer

A high‑impact role with clear ownership of the office ecosystem.

A collaborative and professional working environment.

Competitive remuneration and benefits package.

Opportunities for professional growth within a dynamic organization.

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