Secretary to the Board of Directors (Bilingual Mandarin & English)

Key Responsibilities (Job Description)

Executive & Administrative Support

• Manage and maintain the Directors' calendars, appointments, meetings, and travel arrangements.

• Coordinate business schedules and prioritize appointments effectively.

• Prepare meeting agendas, presentation materials, reports, and official correspondence.

• Organize Board meetings, committee meetings, and executive management meetings.

• Record meeting minutes and follow up on action items.

Communication & Coordination

• Act as the primary liaison between the Board of Directors and internal departments.

• Coordinate communication with business partners, government institutions, clients, and international stakeholders.

• Handle incoming correspondence, emails, phone calls, and confidential documents.

• Assist in translating business communications between Mandarin, English, and Bahasa Indonesia when required.

Documentation & Corporate Administration

• Prepare, review, and maintain confidential corporate documents.

• Ensure proper filing and documentation systems.

• Support preparation of corporate reports and Board documentation.

• Maintain confidentiality of all strategic and sensitive company information.

Business Support

• Arrange domestic and international business travel.

• Coordinate hotel reservations, visas, transportation, and travel itineraries.

• Assist in organizing corporate events and executive meetings.

• Support Directors in preparing presentations and business proposals.

Other Responsibilities

• Perform other assignments requested by the Board of Directors.

• Ensure smooth day-to-day executive office operations.

• Build effective working relationships with internal and external stakeholders.

Qualifications :

Education

• Bachelor's Degree in:

  • Business Administration

  • Management

• Secretary

• Communication

• International Business

• Public Relations

• or related disciplines.

Experience

• Minimum 3 years of experience as:

  • Executive Secretary

  • Secretary to Board of Directors

  • Personal Assistant to CEO/President Director

  • Executive Assistant

• Experience working in multinational companies or international business environments is highly preferred.

Language Requirements

? Fluent in Mandarin (spoken and written)

? Fluent in English (spoken and written)

Technical Skills

• Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook)

• Google Workspace

• Presentation preparation

• Business correspondence

• Minute taking

• Calendar management

• Travel coordination

• Document management

•  

Competencies

• Excellent interpersonal and communication skills

• Professional appearance and attitude

• High integrity and discretion

• Strong organizational skills

• Ability to multitask under pressure

• Detail-oriented

• Excellent time management

• Strong problem-solving ability

• Proactive and self-motivated

• Strong sense of responsibility

• Able to work independently and in teams

• High level of confidentiality

Preferred Qualifications

Candidates with experience in one or more of the following industries will be highly preferred:

• Fisheries

• Seafood Processing

• Food Manufacturing

• Cold Chain Logistics

• Export-Import

• FMCG

• Trading Company

• Marine Industry