Executive Secretary

Responsibilities

• Manage work schedules, appointments, and travel logistics for management

• Prepare, record, and distribute meeting minutes (MoM) and ensure timely follow-up on agreed action items

• Schedule project meetings (Kick-off Meetings, Progress Meetings, Site Coordination Meetings), prepare agendas, and compile Minutes of Meeting (MoM) and Action Item Tracking logs

• Prepare reports, presentations, and other business documents required by management

• Maintain the confidentiality of sensitive company information and provide comprehensive administrative support to management

• Coordinate effectively with various internal departments and external parties (clients, consultants, subcontractors, and vendors)

• Assist in the preparation of weekly/monthly progress reports and project presentations

• Monitor project progress and generate periodic project progress reports

Requirement

• Bachelor's degree (S1) in Law, Engineering, or Technic Industry

• Experience as a Secretary Project Control / Project Engineer in EPC (Engineering, Procurement, & Construction), Construction, Oil & Gas, or Energy industries

• Understanding of workflows, documentation, and technical/operational terminology within EPC projects

• Proficiency in project document management (Document Control, transmittal filing, SDR/vendor documents, and technical correspondence)

• Proficiency in Microsoft Office; experience with ERP/SAP systems is an advantage

• Fluent in spoken and written English (essential for correspondence with international clients/vendors). Mandarin proficiency is an advantage

• Strong communication, coordination, and scheduling skills

• Ability to maintain the confidentiality of project data and company contracts

• Willing to be based in Balaraja, Puri Kembangan Jakarta (mobile)