Executive Assistant for Operations (Reports to CEO and COO)

Company Description

DesktopIP Limited is a company based in Jakarta, Indonesia, specializing in End-To-End Digital Enablement Solutions. We develop strategies and build products to help businesses transition to digital operations and reach the highest level of digitalization.

A. Role Overview

The Executive Assistant (EA) for Operations provides essential administrative support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO) and contributes to the overall efficiency of the organization. This role involves managing schedules, facilitating communication, and driving operational excellence to align with strategic goals.The (EA) serves as a gatekeeper, liaison, and organizer, acting as an essential partner to the executive team.

Additionally, in this role, you will be responsible for driving operational excellence, ensuring alignment with our strategic goals, and facilitating effective communication across teams.

B. Key Responsibilities:

B1. Office Management and Administrative Support:

1. Assist the COO with administrative tasks, including expense reporting and document management.
2. Support various department such as Human Resources, Business Development, Customer Support and Marketing Communication.

B2. Calendar and Schedule Management:

1. Manage the COO’s calendar, coordinating appointments, meetings and travel arrangements.
2. Prepare and approve expense reports and provide support to additional executives as necessary.

B3. Communication and Correspondence:

1. Act as the primary contact for internal and external communications related to the COO’s office.
2. Manage correspondence, prioritize messages and draft/edit confidential documents and presentations
3. Act as a liaison between executives and internal/external stakeholders.
4. Collaborate with other executives assistants to ensure efficient task execution and project management.

B4. Meeting and Event Coordination:

1. Plan and coordinate meetings, including agenda preparation, note-taking, and follow-up on action items.
2. Organize company events and off-site meetings as needed.

B5. Business Operations

1. Develop and implement operational strategies to enhance service delivery and client satisfaction.
2. Manage cross-functional projects supporting our digital transformation initiatives, ensuring alignment with existing and future plans.
3. Analyze and improve operational processes to ensure high-quality product development.
4. Organize and maintain records, ensuring easy access to critical information.
5. Support onboarding processes for new employees and maintain organized records for easy access to critical information.
6. Collaborate with teams to enhance workflows and resource utilization.
7. Facilitate communication among executives, departments and project teams to ensure alignment and monitor performance metrics for continuous improvement.

C. Qualifications

• A bachelor’s degree or equivalent experience is preferred.
• Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role.
• Proficiency in office management systems, Microsoft Office Suite and productivity tools
• Strong time management, organizational and multitasking skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Ability to work independently and under pressure in a fast-paced environment.
• High level of integrity, professionalism, and confidentiality.

D. Key Competencies

• Exceptional problem-solving and decision-making abilities.
• Attention to detail and proactive initiative.
• Strong interpersonal and communication skills.
• Ability to adapt to changing priorities and anticipate needs.

If you're passionate about Executive Assistant and want to contribute to a dynamic and growing team, we encourage you to apply! Please submit your resume and a cover letter detailing your relevant experience and why you'd be a great fit for this role. We look forward to hearing from you!