Executive Assistant – COO Office (with Path to Project Coordination)

Job Title: Executive Assistant – COO Office (with Path to Project Coordinator)

Location: South Jakarta

Department: COO Office

Reports to: Chief Operating Officer (COO)

Job Overview:

We’re seeking an Executive Assistant to support the COO with day-to-day tasks, keeping things organized and on track. This role goes beyond the usual administrative duties, offering an opportunity to develop project coordination skills with a clear path to growth in that direction. Ideal candidates will be proactive, organized, and able to adapt quickly in a fast-paced environment.

Key Responsibilities:

- Schedule Management: Keep the COO’s calendar organized, coordinating meetings, appointments, and deadlines to ensure priorities are met. Handle scheduling conflicts as they arise and make adjustments as needed.

- Meeting Preparation & Follow-up: Prepare materials for meetings, gather relevant information, create agendas, and keep track of action items to ensure follow-through.

- Communication Support: Manage the COO’s inbox, prioritize emails, draft responses, and act as a point of contact to facilitate communication with internal and external stakeholders.

- Event Coordination: Help plan and organize events, meetings, and external engagements.

- Document & Project Organization: Keep files and documentation well-organized and accessible. Support small-scale projects by tracking deadlines, gathering updates, and preparing brief reports as needed.

- Project Coordination Support: Assist the COO in coordinating and tracking the progress of key projects, helping to ensure deadlines are met and that everything aligns with company goals.

- Task Prioritization & Workflow Management: Help manage the COO’s to-do list by prioritizing tasks, tracking progress, and keeping things running smoothly.

- General Operational Support: Provide essential administrative support to keep the COO’s daily operations running smoothly and efficiently.

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Job Requirements:

- Education: A bachelor’s degree is preferred but not required; relevant experience in operations, project support, or administrative roles is highly valued.

- Experience:

- 2-4 years in an Executive Assistant, Administrative Assistant, or similar role, preferably in a fast-paced environment.

- Interest in project management, with a desire to grow into a Project Coordinator role.

- Skills & Competencies:

- Organizational Skills: Able to manage multiple tasks, prioritize, and keep things running smoothly.

- Communication: Clear, professional, and courteous in both written and spoken communication.

- Proactive: Capable of spotting needs and taking action without being prompted.

- Attention to Detail: Careful with schedules, documents, and follow-ups to ensure nothing slips through the cracks.

- Adaptable: Comfortable with shifting priorities and flexible to meet the evolving needs of the COO and company.

- Technical Proficiency:

- Proficiency with Microsoft Office Suite, and Google Workspace, and familiarity with tools like Slack and Zoom.

- Familiarity with project management software (e.g., Asana, Trello, Monday.com) is a plus.

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Growth Path:

This role offers a clear path toward becoming a Project Coordinator. You’ll gain exposure to cross-functional projects and develop skills that will prepare you to take on more responsibilities in project coordination, such as tracking timelines, managing deliverables, and aligning projects with business goals.

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Why Join Us?

This is a great opportunity to work closely with the COO and play a crucial role in keeping operations organized and productive. We’d love to meet you if you’re interested in supporting day-to-day operations and growing into project coordination.