Deskripsi Pekerjaan
Job Summary
SawitPRO is seeking a highly meticulous, proactive, and tech-savvy Executive Assistant to support our distributed VP leadership team. While the executives are located across Jakarta, Medan, and Pekanbaru, this role will be anchored in our Jakarta office. This position serves as a crucial bridge between fast-moving executives and internal teams, turning brief context into highly organized execution. The ideal candidate is detail-oriented to a fault, communicates with extreme clarity, handles multiple moving parts flawlessly, and independently leverages modern AI and digital productivity tools to drive operational efficiency.
Key Responsibilities
Calendar & Tracker Management: Organize and manage complex internal and external meeting schedules, ensuring zero conflicts and optimal time management. Independently manage multiple moving parts across different locations, including calendars, trackers, and documents, without dropping the ball.
Travel & Logistics Management: Arrange end-to-end business travel logistics, including flights, accommodations, and visas, while preparing clear, efficient travel itineraries. Ensure impeccable, independent follow-through on all arrangements (e.g., confirming bookings by EOD without needing a reminder). From time to time, accompany VPs on site visits to meet and engage with customers directly.
Meeting Support & Documentation: Prepare meeting agendas and develop polished presentation materials. Attend meetings and turn complex, messy discussions into clean, concise, and structured Minutes of Meetings (MoM), driving timely follow-ups on all action items.
Executive & Contextual Support: Bridge communication gaps across a distributed team by picking up context quickly from brief executive instructions, filling in the blanks proactively, and asking sharp clarification questions in-situ when necessary. Provide high-level ad-hoc administrative support to maximize leadership productivity.
Cross-Functional Coordination & Deliverable Chasing: Act as an effective liaison between the VPs and division managers to ensure smooth communication and timely report submissions. Confidently, firmly, yet respectfully chase team members, including senior stakeholders across different offices, for commitments and deliverables without being pushy.
Kualifikasi
Job Requirements
Education: Bachelor's degree in any major (degrees in Communication, Management, or Business Administration are preferred).
Experience: Minimum 2–3 years of experience as a Personal Assistant, Executive Assistant, or Secretary, preferably within the tech or retail industries.
Meticulousness (Crucial): Exceptionally detail-oriented to a fault, with a proven track record of catching typos, incorrect dates, or missing attachments before they escalate. High-standard execution that requires no hand-holding or double reminders.
Advanced Tech Savviness: Deeply comfortable exploring and learning new digital tools independently without much hand-holding. Must use search engines, social media, and generative AI tools (such as ChatGPT or Gemini) on a daily basis. Proficiency in Google Workspace and Microsoft Office is required, including the ability to utilize simple formulas in Spreadsheets.
Communication Skills: Excellent, clear, and concise written and spoken communication skills. Fluency in English and Mandarin is preferred. Ability to communicate firmly, persistently, and respectfully with senior stakeholders.
Resilience & Integrity: Proven ability to work effectively under pressure and adapt to a fast-paced, distributed environment. Maintains a high level of discretion and integrity when handling confidential company data.
Tentang Perusahaan
SawitPRO is a cutting-edge green digital agritech startup located in the heart of Jakarta. Our mission is to be the best innovator that improves the lives of everyone in the palm oil industry. Through our integrated end-to-end agri-platform, we create a win-win-win scenario for people, planet, and prosperity.
We provide integrated apps that connect the supply chain stakeholders in the palm oil industry (Mills, DO Agents, Smallholders, Harvesters, Drivers, etc.). Creating a digital ecosystem that essentially boosts their productivity with effortless work documentation, affordable yet original agri-inputs, and agronomist services.
Our commitment extends beyond providing innovative solutions; we aim to nurture every aspect of Indonesia's palm oil industry. By fostering growth and sustainability, we strive to bring positive change to the lives of individuals in the palm oil sector, one at a time.