Job Summary
- In this role you will be expected to provide administrative assistance for the business and be willing to go above and beyond on a daily basis. You will take ownership of delegated tasks and ensure they are completed in a timely and orderly manner, to a high standard. You will have high attention to detail and a can do, proactive attitude.
Responsibilities
- Management Support
- Support key members of our Jakarta office
- Support visiting Executives and VP's
Administrative Support
- Front of house and first point of contact for internal and external visitors to the Jakarta office
- Co-ordination of travel – Domestic and International
- Co-ordination of meetings, conference calls and video conferences with both internal & external stakeholders
- Provide Office Management administrative support, eg: arrange and book tradespersons; liaise with contract office cleaners as needed, update telephone lists and directories, update floor plans, organise catering and events, together with any other tasks as requested.
- Minute taking
- Preparing documents/presentations – formatting, printing, binding as needed
- Preparing expense reconciliation (using WorkDay)
- Oversee all facilities maintenance and other projects for office improvement.
- Proactivity to liaise with suppliers and vendors to ensure a safe, clean, productive work environment
- Coordinate efforts with other departments including HR, Recruitment and IT
HR Support
- Knowledge of local HR policies and law
- Assist with ad hoc projects presented by the Regional Director of Human Resources
- Assist with adhoc projects presented by the Asia Pac HR, Facilities or Finance Team as required to meet business needs.
- Assist with the induction of new employees to the company with regard to local office facilities and procedures.
- Keep an accurate record of vacation/sickness absence days for the Jakarta office and update the HR department accordingly.
- Assist with the renewal of company benefits for staff under the direction of the HR Director, AsiaPac.
- Maintain local personnel files and associated legal documents.
- Assisting the HR department with local HR projects as necessary.
Experience and Qualifications
- 5 plus years of experience as an Administrative Assistant within a corporate environment
- Experience with HR policies or working with HR
- Ideal tertiary qualifications in Office / Business Administration.
- Ability to work in a team environment.
- Advanced skills in Microsoft Office; Outlook and established applications.
- Skills in Office 365 and WorkDay would be desirable.
Education and Training
- Skills in Office 365 and WorkDay would be desirable.
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