# Career Opportunity: Secretary Senior Staff at PT Otsuka Indonesia
Established in 1974 through a strategic joint venture with Japan’s renowned Otsuka Pharmaceutical Co., Ltd., PT Otsuka Indonesia has grown into a leading force in the nation's pharmaceutical landscape. Operating from a sprawling 48,397-square-meter facility situated in Lawang, East Java, the company specializes in manufacturing and distributing critical medical solutions. These include intravenous infusion fluids, ethical medications, specialized clinical nutrition products, and advanced medical devices.
Driven by an unwavering commitment to quality, PT Otsuka Indonesia adheres to stringent regulatory frameworks, including the Indonesian Good Manufacturing Practices for Drugs (CPOB), Medical Devices (CPAKB), and Processed Foods (CPPOB). Furthermore, the organization proudly maintains prestigious global certifications such as ISO 9001 (Quality Management), ISO 22000 (Food Safety), ISO 14001 (Environmental Management), ISO 50001 (Energy Management), official Halal accreditation, and Authorized Economic Operator (AEO) status for international trade.
If you are looking to build a meaningful career within a globally respected healthcare leader, PT Otsuka Indonesia is currently opening its doors to ambitious professionals.
## Job Overview: Secretary Senior Staff
PT Otsuka Indonesia is seeking a highly organized and proactive professional to fill the Secretary Senior Staff position. In this high-visibility role, you will deliver high-level executive assistance directly to one Business Unit Director and two Directors within the Sales and Marketing divisions. Success in this capacity demands exceptional multitasking capabilities, pristine attention to detail, and seamless communication skills tailored to a fast-paced corporate setting.
Core Responsibilities and Daily Duties
The selected candidate will serve as the operational backbone for executive leadership, ensuring that daily schedules, communications, and administrative workflows run without interruption. Key responsibilities include:
* Executive Calendar Management: Oversee complex scheduling, coordinate meetings, send calendar invitations, and issue proactive reminders for the Business Unit Director and two Directors.
* Travel Coordination: Plan and execute comprehensive domestic and international travel arrangements, covering flight bookings, hotel reservations, travel advances, and expense settlements.
* Document and Signature Handling: Review, track, and process critical documents requiring executive authorization, providing necessary context and following up to ensure timely completion.
* Expense Administration: Manage financial workflows, including corporate credit card reconciliations, medical and transportation claims, and vendor invoice settlements.
* Correspondence Management: Draft, review, and coordinate formal business letters and internal documentation supporting Sales, Marketing, and corporate operations.
* Recurring Administrative Support: Facilitate monthly divisional meetings, compile executive reports, manage telecommunication billing, and execute routine administrative tasks.
* Ad-Hoc Support: Respond swiftly to urgent, day-to-day requests from the leadership team with professionalism and discretion.
## Candidate Qualifications and Requirements
To thrive in this dynamic environment, applicants must meet specific educational, experiential, and competency benchmarks.
Education and Experience
* Educational Background: Minimum of a Bachelor’s Degree (S1) in Business Administration, Management, Secretarial Studies, or an equivalent discipline.
* Professional Experience: At least 1 year of hands-on experience working as a Secretary, Executive Secretary, Personal Assistant, or in a comparable administrative support function within a corporate setting.
Key Skills and Competencies
* Language Proficiency: Strong written and verbal communication skills in English, with the capacity to interact effortlessly with expatriate leadership.
* Organizational Mastery: Superior time-management abilities and the skill to juggle conflicting priorities in a high-pressure workplace.
* Technical Proficiency: Advanced command of the Microsoft Office suite, with heavy emphasis on Outlook, Word, Excel, and PowerPoint.
* Bonus Qualification: Practical proficiency in the Japanese language will be considered a distinct advantage.
Additional Expectations
* Demonstrated history of supporting multiple senior stakeholders, ideally at the Director or C-suite level.
* Proven expertise in managing complex travel itineraries, expense accounts, and confidential corporate documentation.
* A proactive, detail-oriented mindset characterized by high adaptability and the ability to operate autonomously.