Executive Assistant

• - Manage the CIO’s calendar, appointments, meetings, and daily schedule.
• - Prioritize meeting requests and ensure the CIO’s time is managed effectively.
• - Prepare meeting agendas, presentation materials, reports, and supporting documents.
• - Organize and maintain confidential documents, correspondence, and electronic files.
• - Handle incoming communications and coordinate responses on behalf of the CIO when required.
• - Prepare letters, memos, emails, and other business correspondence.
• - Coordinate CIO leadership meetings, IT management meetings, project reviews, and other strategic discussions.
• - Prepare meeting invitations, agendas, attendance lists, and relevant materials.
• - Record accurate minutes of meetings, key decisions, and agreed action items.
• - Monitor action items and follow up with responsible stakeholders to ensure timely completion.
• - Maintain a tracker for key initiatives, decisions, deadlines, and deliverables under the CIO Office.
• - Act as the primary administrative contact between the CIO and internal or external stakeholders.
• - Coordinate communication with business units, senior management, technology partners, consultants, and vendors.
• - Support the CIO in maintaining effective relationships with key stakeholders.
• - Ensure important information and requests are communicated accurately and promptly.
• - Arrange business travel, including transportation, accommodation, itineraries, and required documents.
• - Coordinate internal meetings, workshops, town halls, leadership sessions, and technology-related events.
• - Prepare travel expense reports and supporting documentation in accordance with company policies.
• - Maintain an organized filing and document management system for the CIO Office.
• - Support the preparation and consolidation of IT reports, management presentations, budgets, and project updates.
• - Ensure documents submitted for the CIO’s review or approval are complete and properly formatted.
• - Manage confidential and sensitive information with a high level of discretion.
• - Coordinate administrative requirements for the CIO and IT leadership team.
• - Support procurement administration, purchase requests, invoices, and vendor documentation when required.
• - Monitor office supplies and other operational requirements for the CIO Office.
• - Perform other administrative duties assigned by the CIO.

Secretary providing administrative support to the CIO in Jakarta, Indonesia

Secretary

Secretary providing comprehensive administrative support to the CIO in Jakarta, Indonesia. Managing the CIO’s schedule, communications, and documentation efficiently.

• Manage patient communication through WhatsApp and email, including inquiries, general questions, onboarding support, and follow-ups.
• Collect and organize patient intake forms, consent forms, initial questionnaires, and other required onboarding documents.
• Provide warm, professional, and timely communication to support patient experience, client conversion, and patient retention.
• Schedule, reschedule, and manage patient appointments using the client’s online scheduling platform.
• Coordinate post-visit follow-ups, lab test coordination, and patient instructions or reminders.
• Manage medication and prescription requests by coordinating with the appropriate clinical team members and pharmacies.
• Maintain, organize, and update patient records accurately and confidentially.
• Support medical charting, history-taking, and records management as needed.
• Help ensure timely patient communication, lab coordination, and safe handling of patient information.
• Collect patient payments and assist with basic payment tracking.
• Handle insurance-related tasks, including insurance verification, claims, and coding support, primarily for Hawaii operations.
• Collate receipts and assist with basic bookkeeping tasks.
• Schedule internal business meetings and manage calendars.
• Organize and maintain Google Drive files and documents.
• Provide general administrative and operational virtual assistant support.
• Assist with administrative tasks for the client’s separate Hawaii-based business as needed.

Medical Virtual Assistant supporting patient communication and healthcare operations for women's health.

Medical Virtual Assistant – Midlife Women’s Health

Medical Virtual Assistant supporting patient communication and healthcare operations for a women's health company. Requires healthcare experience and patient coordination skills.

• Provide comprehensive administrative and operational support, including calendar management, meeting coordination, and scheduling to ensure optimal time management and smooth day-to-day execution
• Manage end-to-end travel arrangements, including flight bookings, hotel reservations, transportation, itinerary planning, as well as expense management such as reimbursement claims, per diem tracking, proper documentation filing, and support vendor coordination and basic procurement needs as required
• Liaise with internal and external stakeholders professionally, ensuring clear communication, strong coordination, and timely follow-ups
• Prepare, organize, and maintain documents, reports, presentations, and administrative databases with high accuracy and attention to detail
• Assist in meeting coordination, including preparing agendas, taking minutes, and tracking action items to ensure proper follow-through
• Handle confidential information with a high level of discretion and professionalism
• Provide ad-hoc support to the Country Manager and leadership team, demonstrating flexibility, initiative, and a proactive mindset

Secretary Intern providing administrative support in the beauty and luxury retail sector

Secretary Intern

Secretary Intern providing administrative and operational support within a leading beauty and luxury retail company. Engaging with stakeholders and managing various organizational tasks efficiently.

Executive Assistant jobs in Indonesia

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Secretary

Medical Virtual Assistant – Midlife Women’s Health

Secretary Intern