QC
Personal Assistant to Chief Executive Officer
- Hiring from
- Indonesia
- Work type
- Hybrid
- Posted
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About the Role
We'r looking for an exceptional Executive & Personal Assistant to work closely with the Founder of Queen's Catering, a premium hospitality and destination wedding catering company operating across Indonesia and Internationally.
This is an opportunity for someone who enjoys bringing structure to a dynamic environment, thinking ahead and making things happen.
The role combines executive support, personal organisation, travel coordination and productivity management. You'll help the Founder stay focused on strategic priorities, manage competing commitments and ensure that important tasks and projects move forward.
This isn't a traditional secretarial role.
Key Responsibilities
1. Founder Productivity & Accountability
- Understand the Founder's professional priorities, personal goals and preferred working routines.
- Translate weekly priorities into structured, realistic schedules and actionable plans.
- Proactively manage calendars, appointments, meetings and commitments.
- Protect dedicated time for strategic CEO responsibilities and important personal priorities.
- Track weekly goals, deadlines and outstanding commitments.
- Provide concise daily briefings, reminders and weekly progress updates.
- Anticipate scheduling conflicts, identify competing priorities and recommend adjustments.
- Confidently and respectfully help the Founder stay accountable to agreed priorities.
2. Executive & Administrative Support
- Coordinate meetings, appointments, scheduling and related logistics.
- Prepare meeting information, reminders and action-item follow-ups.
- Organise documents, records, information and task trackers.
- Research options, gather information and present clear recommendations.
- Follow up independently on administrative matters and agreed action items.
- Identify ways to simplify workflows and reduce unnecessary administrative work.
3. Travel & Personal Logistics
- Plan and coordinate domestic and international travel, including flights, hotels, transport and itineraries.
- Manage reservations, bookings, changes and travel-related requirements.
- Coordinate personal appointments, household requirements, family commitments and day-to-day logistics as needed.
- Liaise with relevant service providers, household staff and vendors.
- Assist with personal purchases, sourcing, deliveries and occasional projects.
- Ensure logistical arrangements are handled efficiently, discreetly and with minimal supervision.
4. Digital Organisation, AI & Special Projects
- Use digital tools and AI to improve planning, research, organisation and administrative efficiency.
- Maintain effective systems for calendars, tasks, documents and follow-ups.
- Proactively identify opportunities to automate or simplify recurring responsibilities.
- Coordinate special projects, research assignments and other priorities as required.
- Continuously improve how information, commitments and tasks are organised.
Who We're Looking For
We're looking for someone who is:
- Proactive: Thinks ahead, anticipates needs and takes initiative without waiting for instructions.
- Exceptionally organised: Enjoys creating structure, managing competing priorities and ensuring nothing falls through the cracks.
- Independent and resourceful: Finds solutions, researches alternatives and knows when to act versus when to seek approval.
- Confident and accountable: Comfortable respectfully reminding and challenging a busy founder to stay focused on agreed commitments.
- Trustworthy and discreet: Demonstrates excellent judgment and handles confidential information responsibly.
- Tech-savvy: Comfortable with digital productivity tools, AI and finding smarter ways to work.
- Adaptable: Thrives in a dynamic environment where schedules, locations and priorities can change.
- A strong communicator: Clear, concise and professional when coordinating with different people.
Qualifications
- Experience as an Executive Assistant, Personal Assistant, Executive Coordinator or similar role is preferred.
- Experience supporting a founder, entrepreneur or senior executive is a strong advantage.
- Excellent organisational, planning, problem-solving and time-management skills.
- Strong written and spoken English and Bahasa Indonesia.
- Proficiency in Google Workspace, calendars, spreadsheets and productivity tools.
- Familiarity with AI tools is an advantage; curiosity and willingness to learn are essential.
- Strong interpersonal skills, discretion and professional judgment.
- Ability to work independently, prioritise effectively and follow through consistently.
- Willingness to travel occasionally between Jakarta and Bali.
Candidates from executive support, luxury hospitality, concierge services and other highly service-oriented backgrounds are welcome to apply.
Working Arrangement
This is a full-time, hybrid position with flexibility depending on schedules, travel and coordination requirements.
The role reports directly to the Founder and involves a combination of remote work, occasional in-person support and coordination across Jakarta and Bali.
The successful candidate will be trusted to manage responsibilities independently, with clear boundaries around decisions requiring the Founder's approval.
What Success Looks Like
- The Founder's weekly priorities are clear, organised and consistently followed through.
- Calendars, appointments and travel run smoothly.
- Important commitments, deadlines and follow-ups are not overlooked.
- Personal logistics and administrative matters are handled proactively.
- Problems are anticipated and resolved with minimal supervision.
- The Founder spends less time managing logistics and more time focusing on leadership, business growth and personal priorities.
We'r looking for an exceptional Executive & Personal Assistant to work closely with the Founder of Queen's Catering, a premium hospitality and destination wedding catering company operating across Indonesia and Internationally.
This is an opportunity for someone who enjoys bringing structure to a dynamic environment, thinking ahead and making things happen.
The role combines executive support, personal organisation, travel coordination and productivity management. You'll help the Founder stay focused on strategic priorities, manage competing commitments and ensure that important tasks and projects move forward.
This isn't a traditional secretarial role.
Key Responsibilities
1. Founder Productivity & Accountability
- Understand the Founder's professional priorities, personal goals and preferred working routines.
- Translate weekly priorities into structured, realistic schedules and actionable plans.
- Proactively manage calendars, appointments, meetings and commitments.
- Protect dedicated time for strategic CEO responsibilities and important personal priorities.
- Track weekly goals, deadlines and outstanding commitments.
- Provide concise daily briefings, reminders and weekly progress updates.
- Anticipate scheduling conflicts, identify competing priorities and recommend adjustments.
- Confidently and respectfully help the Founder stay accountable to agreed priorities.
2. Executive & Administrative Support
- Coordinate meetings, appointments, scheduling and related logistics.
- Prepare meeting information, reminders and action-item follow-ups.
- Organise documents, records, information and task trackers.
- Research options, gather information and present clear recommendations.
- Follow up independently on administrative matters and agreed action items.
- Identify ways to simplify workflows and reduce unnecessary administrative work.
3. Travel & Personal Logistics
- Plan and coordinate domestic and international travel, including flights, hotels, transport and itineraries.
- Manage reservations, bookings, changes and travel-related requirements.
- Coordinate personal appointments, household requirements, family commitments and day-to-day logistics as needed.
- Liaise with relevant service providers, household staff and vendors.
- Assist with personal purchases, sourcing, deliveries and occasional projects.
- Ensure logistical arrangements are handled efficiently, discreetly and with minimal supervision.
4. Digital Organisation, AI & Special Projects
- Use digital tools and AI to improve planning, research, organisation and administrative efficiency.
- Maintain effective systems for calendars, tasks, documents and follow-ups.
- Proactively identify opportunities to automate or simplify recurring responsibilities.
- Coordinate special projects, research assignments and other priorities as required.
- Continuously improve how information, commitments and tasks are organised.
Who We're Looking For
We're looking for someone who is:
- Proactive: Thinks ahead, anticipates needs and takes initiative without waiting for instructions.
- Exceptionally organised: Enjoys creating structure, managing competing priorities and ensuring nothing falls through the cracks.
- Independent and resourceful: Finds solutions, researches alternatives and knows when to act versus when to seek approval.
- Confident and accountable: Comfortable respectfully reminding and challenging a busy founder to stay focused on agreed commitments.
- Trustworthy and discreet: Demonstrates excellent judgment and handles confidential information responsibly.
- Tech-savvy: Comfortable with digital productivity tools, AI and finding smarter ways to work.
- Adaptable: Thrives in a dynamic environment where schedules, locations and priorities can change.
- A strong communicator: Clear, concise and professional when coordinating with different people.
Qualifications
- Experience as an Executive Assistant, Personal Assistant, Executive Coordinator or similar role is preferred.
- Experience supporting a founder, entrepreneur or senior executive is a strong advantage.
- Excellent organisational, planning, problem-solving and time-management skills.
- Strong written and spoken English and Bahasa Indonesia.
- Proficiency in Google Workspace, calendars, spreadsheets and productivity tools.
- Familiarity with AI tools is an advantage; curiosity and willingness to learn are essential.
- Strong interpersonal skills, discretion and professional judgment.
- Ability to work independently, prioritise effectively and follow through consistently.
- Willingness to travel occasionally between Jakarta and Bali.
Candidates from executive support, luxury hospitality, concierge services and other highly service-oriented backgrounds are welcome to apply.
Working Arrangement
This is a full-time, hybrid position with flexibility depending on schedules, travel and coordination requirements.
The role reports directly to the Founder and involves a combination of remote work, occasional in-person support and coordination across Jakarta and Bali.
The successful candidate will be trusted to manage responsibilities independently, with clear boundaries around decisions requiring the Founder's approval.
What Success Looks Like
- The Founder's weekly priorities are clear, organised and consistently followed through.
- Calendars, appointments and travel run smoothly.
- Important commitments, deadlines and follow-ups are not overlooked.
- Personal logistics and administrative matters are handled proactively.
- Problems are anticipated and resolved with minimal supervision.
- The Founder spends less time managing logistics and more time focusing on leadership, business growth and personal priorities.
