Executive Secretary - Office Support

Position: Executive Secretary - Office Support
Company: The Cakap Group - Corporate
Location: Bali, Indonesia
Department: Administration & General
Reports To: Director

Budget Up To: IDR 7.000.000

About Us:
The Cakap Group (TCG) is a licensed hospitality management and restaurant consulting company in Indonesia with an 11-year history of success. We design, launch, and manage a diverse portfolio of prestigious projects, ranging from boutique hotels and luxury resorts to restaurants and luxury yachts. With over 150 successful projects and 800+ employees recruited, we offer a stable, dynamic, and internationally standardized working environment. You will collaborate with a multidisciplinary team of specialists, supported by our state-of-the-art Research & Development (R&D) kitchen and modern training facilities in Bali. Join us to accelerate your career and be part of an exceptional team that transforms ambitious visions into world-class hospitality experiences. 

What You Will Contribute:

As our Executive Secretary, you will provide high-level administrative, organizational, and executive support to the Director, ensuring effective management of daily priorities, communication, meetings, schedules, documentation, and follow-up activities. You will act as a key point of coordination between the Director and internal departments, external partners, clients, vendors, and other stakeholders.

This role requires a highly organized, discreet, proactive, and detail-oriented professional who can work independently and handle multiple priorities with professionalism. You will be expected to anticipate the Director’s needs, maintain confidentiality, ensure important matters are followed up properly, and support smooth communication and decision-making across the organization.

What You Will Do:

• Provide professional administrative and secretarial support to the Director.

• Manage the Director’s calendar, appointments, meetings, travel arrangements, and daily priorities.

• Coordinate internal and external meetings, including agendas, materials, minutes, and follow-up actions.

• Manage and prioritize incoming emails, correspondence, phone calls, and other communications.

• Prepare and coordinate professional letters, reports, presentations, memos, and business documents.

• Act as a key liaison between the Director and internal departments, clients, business partners, vendors, and other stakeholders.

• Follow up on important tasks, decisions, approvals, deadlines, and action points on behalf of the Director.

• Maintain organized records and filing systems for confidential documents, contracts, correspondence, and reports.

• Conduct research and gather information to support the Director’s meetings, projects, and decision-making.

• Coordinate business travel, appointments, events, and other engagements involving the Director.

• Handle confidential and sensitive information with a high level of discretion and professionalism.

• Proactively anticipate the Director’s administrative needs and provide practical solutions.

• Support management meetings, corporate events, special projects, and other assignments as required.

• Coordinate with department heads to obtain updates, reports, and information requested by the Director.

• Ensure all assigned tasks are completed accurately, professionally, and within agreed deadlines.
  

Who We’re Looking For:

• Minimum Diploma or Bachelor’s Degree in Business Administration, Management, Secretarial Studies, Hospitality Management, or a related field.

• Minimum 3 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, Secretary, or in a similar executive support role.

• Previous experience supporting a Director, General Manager, CEO, business owner, or senior executive is highly preferred.

• Strong experience in calendar management, meeting coordination, correspondence, documentation, and executive administration.

• Excellent organizational skills with the ability to manage multiple priorities, schedules, and deadlines simultaneously.

• Highly proactive and able to anticipate the needs of the Director without requiring constant supervision.

• Strong communication and interpersonal skills with the ability to interact professionally with senior management, clients, business partners, and employees at all levels.

• Excellent written and spoken English is required; proficiency in Bahasa Indonesia is essential.

• Strong attention to detail and accuracy in preparing documents, reports, correspondence, and meeting materials.

• High level of discretion and integrity with the ability to handle confidential and sensitive information appropriately.

• Strong problem-solving and decision-making skills with a practical and solution-oriented approach.

• Proficient in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook or equivalent email/calendar applications.

• Strong ability to prepare professional presentations, reports, correspondence, and executive documents.

• Excellent time management and prioritization skills.

• Flexible and adaptable, with the ability to respond effectively to changing priorities and urgent requests.

• Professional appearance, attitude, communication style, and business etiquette.

• Experience in the hospitality, consulting, property, F&B, or other fast-paced business environment is an advantage.

• A valid driving license and ability to drive is an advantage.

What We Offer:

• Competitive salary (negotiable based on qualifications)

• Religious Holiday Allowance (THR)

• BPJS Health & Employment Coverage

• Meal allowance

• Opportunity to work closely with senior management and gain exposure to diverse hospitality and business projects

• Opportunity to work on diverse hospitality projects (Bali & nationwide)

• Collaborative and growth-oriented work environment