Friday, July 13, 2012

Administrative Assistant/Receptionist

Strategic Asia is a private company with a public vision Strategic Asiais a high end consulting firm providing advisory andfacilitation services to governments, private businesses, international organisations, civil society organisationsand media groups. Job Title: Administrative Assistant/Receptionist Application deadline : 12 July 2012 Contract Type : Fixed Term Contract (with possible extension) Duty station :Central Jakarta Duration : 12Months (with 3 months probation period) Salary range: Negotiable, based on the experience and qualifications. Administrative Assistant/Receptionist The Administrative Assistant/Receptionist reports directly to the Operations Officer. His/Her responsibilities are divided into two sections. Firstly they include ensuring the full responsibility for the smooth running of the office reception area and related tasks, while secondly, servicing staff with their general administrative duties. Under the guidance of the Operations Officer, he/she will act as the first point of contact for the office with all visiting clients and as such must be able to demonstrate his/her professionalism and efficiency on a daily basis. Responsibilities: More specifically his/her responsibilities will include: In the role of Receptionist: · Maintaining a clean and orderly reception area for visitors and staff alike; · Maintaining a record of office documents, packages and registered letters including documenting arrival and sending out of all correspondence; · Answering and transferring all incoming calls and placing calls when asked to as needed; · Updating the internal telephone extension list and delivering it to all staff as each new version is produced. In the role of Administrative Assistant: · Producing documents, spreadsheets, and presentations as required using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel; · Input data and generate reports from simple data base applications; · Copy type, audio type and create from scratch correspondence requested of him/her; · Arranging schedules of appointments, meetings, and other events for all staff; · Taking notesat selected events as requested; · Providing administrative support for staff who are travelling or attending meetings outside of the office such as arranging their itinerary, hotel reservation, and any documentation needed; · Following up with clients or other agenda related actions for all staff as needed; · Acting as support staff through servicing meetings/events/conferences organised by the company; · Informing/reminding all staff of their various meetings of the day; · Maintaining an office calendar with all the necessary holidays, milestones and other important dates; · Cataloguing Strategic Asia publications, articles, research materials and books in a central database; · Liaising with staff from other departments and with external contacts; · Looking for new areas of business for the company; · Identifying skilled candidates that might be hired for existing job opportunities and for future openings; · Any other work related activities as requested. In order to undertake these responsibilities professionally and efficiently he/she must demonstrate the following knowledge, skills and competencies and personal attributes: Knowledge: · Of reception etiquette; · Of office administration; · Of record keeping; · Of how data bases work and how the data therein can be managed. Skills and Competencies: · Excellent interpersonal skills; · Abilitiy to maintain a high level of accuracy in preparing and entering written information; · Effective verbal and listening skills; · Very effective organisational skills; · Effective written communications skills; · Computer skills inparticular word processing, spreadsheet and email programs · Time management skills · Ability to work with people from all countries, religions and backgrounds. Personal Attributes: · Be Personable and friendly; · Be honest and trustworthy · Be respectfulto all office colleagues · Possess cultural awareness and sensitivity · Be flexible · Demonstrate sound work ethics · Be able to work long hours regularly Eligibility Criteria In addition to the knowledge,skills and competencies above the candidate must possess the following qualifications as a minimum: · Have a first degree/diplomain a relevant field such as administration or secretarial fields; · Have at least 2years of full time work experience in a similar administrative/reception roleas this; · Can speak good English and Indonesian languages; · Hold Indonesian nationality Kindly send your application and resume to, 20 July 2012 at 17.00hrs. Only shortlisted candidates will be contacted. To have a complete overview about our company please visit


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