Executive Assistant

Panna Hospitality Group, trend-driven F&B brand dedicated to delivering unique culinary experiences that connect people and ignite passions. You can find us as GAISE Brunch & Bistro, 3 Times Bakery & Kitchen, SUTBUL Modern Korean Dining.

• We’re looking for a talented
• Executive Assistant
• to support the smooth running of the Director's/Management's work across administration, coordination, and communication.
• Key Responsibilities (Job Description)
• A. Schedule & Executive Administration
• Manage the calendar, meeting schedules, and appointments of the Director/Management.
• Prepare agendas, materials, and documents ahead of meetings.
• Arrange business travel, outlet visits, accommodation, and reservations.
• Organize and maintain important documents (contracts, permits, SOPs, legal files) neatly and confidentially.
• B. Meeting Coordination & Follow-Up
• Produce accurate, complete meeting minutes, including a list of action items, owners, and deadlines.
• Monitor and follow up on action items with each department/outlet until completed.
• Remind management of deadlines, commitments, and ongoing follow-ups.
• C. Communication & Liaison
• Serve as the communication bridge between management and all departments and outlets.
• Draft and relay management directives/announcements clearly, respectfully, and without bias.
• Handle external communication on behalf of management (suppliers, partners, candidates, KOLs) professionally when required.
• D. Reporting & Analytical Support
• Collect, organize, and prepare reports/presentations for management needs (weekly/monthly).
• Help consolidate data from multiple outlets/departments into clear, readable summaries (without altering or omitting original figures).
• Flag incomplete or inconsistent data for confirmation rather than guessing.
• E. Project Management & Ad-Hoc Tasks
• Help track schedules and deadlines for cross-department projects (e.g., new outlet openings, menu launches, system improvements).
• Execute special assignments from management promptly, accurately, and with full confidentiality.
• Anticipate management's needs and take initiative to resolve administrative bottlenecks.

Qualifications

• Education
• Minimum Diploma (D3)/Bachelor's (S1) — Business Administration, Management, Secretarial Studies, Hospitality, or a related field
• Experience

2–4 years as an Executive Assistant / Secretary / Personal Assistant / Senior Admin; experience in F&B, hospitality, or multi-outlet retail is

• preferred
• Technical Skills

Proficient in MS Office (Word, Excel, PowerPoint) and/or Google Workspace; able to prepare minutes, reports, and presentations; comfortable managing calendars & digital documents

• Languages
• Bahasa Indonesia (fluent, spoken & written); English (at least basic working proficiency for communication & documents)
• Core Competencies
• Clear and courteous communication; strong attention to detail; time & priority management; multitasking; high initiative; problem-solving
• Work Attitude
• Maintains confidentiality (high discretion)
• , reliable, proactive, works well under pressure, adaptable to the F&B pace
• Others
• Willing to travel between outlets (PIK, BSD, Tangerang); flexible working hours; a driver's license/personal vehicle is a plus