Corporate Secretary

We are a growing startup in Fleet Telematics industry, based in Jakarta, Bandung, and Surabaya with holding company in Singapore, currently seeking a Corporate Secretary as a critical member of the support staff and provides personalized secretarial and administrative support to the executive in a professional and timely manner. The Corporate Secretary works with the executive on a wide variety of matters. The candidate must be flexible to meet the demands of our growing organization. The ideal candidate will have a cheery disposition, impeccable organizational skills, and prior experience in an assistant role.

 

Duties and Responsibilities:

  • Administrative
    • Maintain daily electronic journal, arrange meetings and appointments and provide reminders as needed;
      maintain master corporate calendar of all conferences, all-hands events, holidays, and vacations.
    • Oversee all administrative tasks in the office compliance with established policies and procedures and legal, fiscal and statutory requirements.
    • Assist in securing necessary permits for the office, staff as required.
    • Acquire and maintain office furnishing, equipment and supplies, and provides administrative support for the maintenance of the telephone, communication and computing system.
    • Establish and maintain appropriate filing and information flow systems including filing of MOUs and vendor contracts.
    • Coordinate and provide administrative support as meeting scheduling and travel arrangements. Manage and provide administrative support to sales and market business.
    • Address all general inquiries and attend to office security matters.
    • Develop and carry out an efficient documentation and filing system for both paper and electronic records.

  • Human Resources
    • Handle recruitment process such as posting advertisement, phone screening for shortlisting, arranging interview, employment contracts and etc aligned with local regulations, Company policies and procedures.
    • Monitor the implementation of HR policies and procedures followed by managers and staff. Updated and manage employee records.

  • Sales
    • Daily updating of the Sales Board; Scheduling one-on-one, vendor, and partner meetings.
    • Ordering stock from various vendors and to ensure continuous follow-up until delivered.
    • Assisting with digital Marketing efforts to ensure timely management report updates and providing consolidated metrics to management.
    • Working with Sales and Operations to identify and solve any problems that may arise (i.e. scheduling, document collection).
    • Daily updating of management report on Daily New Sales, Revenues, and Losses along with initial inventory tracking sheet.
 

 

Requirements and Qualifications

  • Minimum 2 years of experience as an Executive Administrative Assistant, Senior Executive Assistantor in other secretarial position.
  • Good computer skills in spreadsheets and word processing.
  • Good organization and interpersonal skills with ability to function in a multi-cultural environment.
  • Flexible, resourceful and able to perform despite tight schedules.
  • A high level individual who is independent, proactive, with good attitude and mindset.
  • Must take initiative to complete task assigned.
  • Has a strong stakeholder focus and service-oriented attitude.
  • Exemplary planning and time management skills
  • Ability to stay calm and on-task in high-stress situations
  • Ability to multitask and prioritize daily workload
  • Proficiency in English
  • High level verbal and written communications skills
  • Discretion with personal and confidential informatio

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