Executive Office Assistant

Mandarin Oriental Jakarta is looking for a Executive Office Assistant to join our Administration & General team.

Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional. 

Mandarin Oriental is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognized for creating some of the world’s most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences.

After completion of an extensive renovation, Mandarin Oriental, Jakarta, will emerge fully rejuvenated to reclaim its status as the city’s premier address for both business and leisure. Mandarin Oriental, Jakarta will be positioned as Jakarta’s most luxurious and contemporary hotel, offering exemplary personalized service in well-appointed surroundings. Mandarin Oriental, Jakarta is operated and owned by the Mandarin Oriental Hotel Group.
 

About the job
 

Based Mandarin Oriental Jakarta, the Executive Office Assistant is responsible for assisting the General Manager with all administrative tasks. The Executive Office Assistant reports to the General Manager.
 

As Executive Office Assistant​, you will be responsible for the following duties:

• Provides administrative support to the General Manager and/or Hotel Manager and flexibility to assist all personal purposes
• Answers telephones, sends faxes and composes all types of business correspondence.
• Maintains the General Manager’s calendar and all appointments in the most effective way.
• Attend, partake and take down minutes of all meetings that the General Manager and/or Hotel Manager requests and maintains follow up and follow through with the necessary updates.
• Maintains the office correspondence in a proper and sequential order at all times.
• Prepares presentations and other documentations required for the General Manager and/or Hotel Manager.
• Maintain daily communication between all Executive Committee, Department Heads and Managers.
• Orders and controls office supplies when necessary.
• Coordinates with all colleagues to ensure an efficient flow of communication to and from the administration office.
• Assess, analyze, distribute and file the daily flow of information and incoming letters from the post office to and from the office
• Draft and issue memorandums after approval by the General Manager.
• Perform any other reasonable duties as required by the department from time to time.
• Maintain an effective and updated set-up of the General Manager’s filing system.
• Ensure high standards of tidiness within the working area.
• Maintain Mandarin Oriental, Jakarta’s grooming and appearance standards at all times.
• Ensure that the information and information security equipment assets are secured as effectively as practically possible to ensure the confidentiality, integrity and availability of the information assets.

• Responsible to safeguard the security of the company's information and computing assets and complying with the implemented Information Security Policy and all practices and supporting procedures designed in accordance with the policy.

As Executive Office Assistant, we expect from you:

• Diploma or Equivalent.
• Two-year degree or Apprenticeship.
• Minimum of 2 years experience as a Secretary/Administration Assistant.
• Possess a friendly, energized and outgoing personality.
• Prioritization skills necessary to meet deadlines.
• Strong Team Player.
• Able to work concentrated and effective under pressure.
• Must possess ability to coordinate with multiple tasks.
• Computer literacy.
• Excellent English and Indonesian communication skills both written/verbal.
• Must have the ability to take minutes/dictation.
• Excellent organizational skills.
• Ability to maintain a high degree of confidentiality.
• Requires high levels of interaction with all colleagues.
• Possess high degree of stamina, agility and flexibility.
• Excellent overall proactive communication skills.
• ​Outgoing and enthusiastic personality.
   

Our commitment to you:

• Learning & Development. Your success is our success. We craft unique learning and development programmes for various stages in your career so that you grow, continuously.
• MOstay. When you work as hard as our colleagues do, it’s important to take time off. As a member of the #MOfamily, you can stay with us wherever you go in the world. The MOstay programme offers complimentary nights and additionally attractive rates on rooms for you and your loved ones.
• Heath & Colleague Wellness. Finding the right work-life balance is important. Your wellbeing matters to us. A variety of health benefits and wellness programmes are offered to all our colleagues, globally.
• Retirement Plans. When you show commitment to us, we reciprocate. We offer different retirement plans depending on the length of your service and your role.
   

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