Personal Assistant

Deskripsi pekerjaan Personal Assistant PT Hana Fashion

Responsibilities

• Manage and maintain the CEO’s daily schedule, including appointments, meetings, reminders, and travel arrangements.
• Coordinate and organize internal and external meetings, including scheduling, agenda preparation, and distribution of relevant materials.
• Attend meetings when required, prepare accurate meeting minutes, and follow up on action items with relevant departments.
• Prepare, review, and organize business reports, presentations, documents, and correspondence for the CEO.
• Handle confidential information and sensitive documents with strict discretion and professionalism.
• Act as the main coordination point between the CEO and internal departments to ensure clear communication and task follow-through.
• Liaise with external stakeholders including clients, business partners, vendors, and regulatory bodies on behalf of the CEO when required.
• Monitor ongoing projects and cross-department activities, track progress, and assist in resolving operational issues.
• Collect, consolidate, and review reports from various departments for CEO analysis and decision-making.
• Support business process improvements across operations, including workflow efficiency, warehouse systems, material planning, and administrative systems.
• Maintain structured filing systems, databases, and records (digital and physical) for easy access and accuracy.
• Manage administrative tasks such as expense claims, invoice processing, and reimbursement documentation.
• Screen and manage incoming communications (emails, messages, calls), ensuring proper prioritization and escalation.
• Coordinate all business travel arrangements for the CEO, including flights, accommodation, transport, and itineraries.
• Provide proactive daily support to the CEO in administrative, operational, and business matters.
• Anticipate needs and prepare necessary information and documents in advance to support executive decision-making.
• Ensure smooth execution of daily priorities by tracking tasks, deadlines, and follow-ups across departments.
• Represent the CEO professionally in selected meetings or discussions when delegated.

Qualifications

• Candidate must possess at least a Diploma in Secretarial, Business Administration, or equivalent.
• Minimum 3 years of working experience as Personal Assistant / Executive Assistant or in a related role.
• Required language(s): English (Must) and Mandarin (is a plus).
• Preferably experienced in E-commerce or Manufacturing industries.
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and Google Workspace.
• Familiarity with ERP systems is an advantage.
• Strong organizational, communication, and problem-solving skills.
• High level of integrity, professionalism, and confidentiality.
• Detail-oriented, proactive, and well-organized.
• Able to work independently and as part of a team.
• Able to work under pressure and manage multiple priorities effectively.
• Able to adapt in a fast-paced working environment.
• Willing to work WFO Monday – Saturday.
• Willing to travel for business trips when required.

Benefits

• Competitive salary package
• Performance-based career growth opportunities
• Exposure to top management and business operations
• Dynamic and fast-paced working environment