Executive Virtual Assistant & Sales Administrator
Resume:
Virgina Wirjadinata
Executive – Personal Assistant / Sales Administration/ Business Support
Objective
A highly organized and detail-oriented professional with a proven track record in managing executive calendars, preparing board meeting materials, maintaining confidentiality, and providing comprehensive support both professionals and personal to Directors and sales teams. This enables leadership to concentrate on business operations and growth. Seeking a challenging position where my skills can contribute to achieving organizational goals.
Personal Information
Central Jakarta
**********@*****.***
EDUCATION
Undergraduate Degree –
Business Management
Bina Nusantara University
2024
Diploma - Tarakanita
Secretarial Academy 2000
Working Experiences
Virtual Assistant – Sales Coordinator
January 2026 – present
Orbitkey – Australia
1. Processed and created sales orders accurately using Shopify and Cin7 Core. 2. Managed order amendments, cancellations, backorders, stock allocation, and special customer requests.
3. Coordinated with 3PL warehouses to ensure timely order dispatch and resolve delivery issues.
4. Assisted customers with order enquiries, shipment updates, and fulfilment coordination.
5. Processed daily receipts and supported invoice query management in coordination with the finance team.
6. Maintained accurate records and reporting data using Google Sheets and internal systems.
7. Generated operational and sales reports requested by sales managers. 8. Managed the sales inbox and responded to customer enquiries in a professional and timely manner.
9. Liaised with sales agents, distributors, and account managers regarding account and order-related matters
MAXY Academy
October 2025 – January 2026
Personal Assistant to CEO and Founder
1. Managed complex calendars and travel logistics for senior executives, including scheduling meetings across time zones, coordinating itineraries, and ensuring seamless travel arrangements aligned with business priorities. 2. Acted as a liaison on behalf of management, responding promptly and professionally to inquiries from customers and stakeholders, ensuring clear communication and maintaining strong relationships. Core Competencies
Secretarial and General
Administration
Excellent Organizational and
time Management.
Strong communication and
interpersonal abilities.
Travel coordination and
arrangements
3. Supported daily operational activities, tracking pending reports and cross- departmental issues to ensure timely resolution and smooth workflow across teams.
4. Participated in client meetings, actively engaging with customers to understand their business processes.
5. Adapted to evolving business needs, willingly taking on additional responsibilities and ad hoc tasks as requested by management to support team efficiency and ensure smooth operations.
E-commerce order & payment
process support
Business compliance
Administration
Customer Service.
Event Management
KION Indonesia Sales and Services
April – July 2025
Senior Sales Administration Executive
Key Responsibilities:
1. Serve as the primary point of contact for all administrative matters, ensuring smooth coordination with internal teams and external stakeholders. 2. Prepare and issue accurate sales invoices to customers in a timely manner, supporting the finance and sales functions.
Tools:
Microsoft Office Google
Workspace Notion Asana
Slack I Xero
3. Monitor and verify product shipments to ensure on-time delivery and resolve any discrepancies or delays proactively.
4. Coordinate with regional offices and logistics partners to manage the end- to-end shipment process, ensuring compliance with company standards and timelines.
5. Support and maintain office operations, including overseeing administrative tasks, supplies, and general office management duties. 6. Supported company setup activities by researching, sourcing, and evaluating vendors.
7. Prepared vendor comparison analyses covering pricing, scope of services, and timelines to support management decision-making. 8. Coordinated with shortlisted vendors and maintained structured records for budgeting and approval processes.
December 2014 – February 2024
Sales Administration Coordinator at PT. Medtronic Indonesia Area Responsibilities:
1. Managed customer orders, including pricing and reconciliation, ensuring accuracy and efficiency.
2. Prepared pro forma invoices and monitored payments, ensuring accurate records were maintained.
3. Worked closely with the Finance department to ensure accurate and timely invoice payment processing
4. Creating and managing a database of vendors and customers, ensuring accurate, up-to-date records in order for efficient transaction management. 5. Executed and documented sales and marketing activities while monitoring and tracking budgets effectively
6. Acted as a compliance partner, overseeing the generation and submission of reports to government authorities.
7. Facilitated negotiations through the official e-Catalog platform and finalized agreements in alignment with business guidelines. 8. Managed Personal Protection Equipment (PPE) for the Clinical Team, ensuring availability, compliance, and proper distribution. 9. Extended as Sales Administration for Brunei Darussalam Sales team. 10. Demonstrates adaptability and a proactive approach by willingly accepting additional job responsibilities when necessary.
Extended as Executive Assistant to Regional Business Director 1. Proactively managed Business Director’s schedule, ensuring efficient prioritization of tasks, resolution of conflicts, and handling competing demands.
2. Ensured all scheduled meetings were properly organized with necessary facilities and up-to-date calendar information for the business Directors and participants.
3. Thoroughly organize all aspects of travel, from booking flights to arranging accommodations and transportation, compiling documents for travel- related meetings.
4. Provided comprehensive administrative assistance to BD 5. Managing personal tasks assigned by my manager.
May 2011 – November 2014
Administration Assistant cum Secretary to DOM PT. Boehringer Ingelheim Area Responsibilities:
1. Organizing Director of Marketing Business Trips, agenda, and Expenses. 2. Accountable for controlling and executing Sales and Marketing activities in line with budget and business compliance
3. Coordinate with District and Area sales manager to process sales activities in their respected area
4. Collaborate with finance team to facilitate payment to customers and vendors 5. Thoroughly organized travel arrangement for All sales team and customer during attending national or international events
6. Accommodate job responsibilities in the absence of colleagues 7. Successfully managed budgets and expenses for events, ensuring the best service at minimal cost.
October 2002 – May 2011
Secretary to Director of Sales and Marketing – Hotel Mulia Senayan Area Responsibilities:
1. Responsible for providing secretarial and administrative support to the sales and marketing team.
2. Generated new annual corporate contracts for customers, ensuring accuracy, compliance, and timely execution.
3. Prepared quarterly sales target and incentive reports, ensuring accuracy and timely submission for performance evaluation and compensation planning. 4. Respond promptly and professionally to inquiries from customers during sales absenteeism.
5. Assisted the Director of Sales and Marketing in developing annual and monthly marketing plans ensuring prompt submission. 6. Ensured accurate documentation to support the management team in making informed decisions and exercising discretion effectively. 7. Safeguard confidential information and demonstrate discretion in handling sensitive matters.
8. Assisted the Director of Sales and Marketing with personal errands.
September 2000 – October 2002
Secretary to BOD and General Affairs – PT. Kalibesar Raya Utama
(part of Sinar Mas Group)
1. Assisting BOD team (5 Directors) for secretarial and administration issues
(travel arrangement, appointments, data entry, Invoicing) 2. Performed as General affairs in ensuring all office supplies are in stock 3. Act as a point of contact for prospective employees during the recruitment process.
4. Supervised receptionist, Office Boy, and drivers Recognition
• Nominees team member of the year 2004
• Recognize as Individual contributor 2020 – CVG Indonesia
• Centre of Excellence for Business Compliance Integration 2016 References
Available upon request.
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