Executive Personal Assistant & Sales Coordinator

Virgina Wirjadinata

Executive – Personal Assistant / Sales Support / Business Operation

Central Jakarta, Indonesia *************@*****.*** +62-815-****-*** 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 professional 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. Core Competencies & Technical Skills

Core Competencies

• Secretarial and General Administration

• Calendar and agenda management

• Strong communication and interpersonal abilities

• Customer Service

• Business compliance Administration

• Event and Travel management

• Order Processing / Order fulfillment

• Report Preparation and Submission

• Finance update

Technical Skills

• Microsoft Office Suite (Word, Excel, PPT, Outlook)

• Google Workspace (Docs, Sheets, Slides, Drive)

• Notion

• Asana

• Slack

• Xero

• Shopify

• Cin7

Working Experience

Virtual Assistant – Sales Coordinator

Orbitkey – Australia January – May 2026

• Processed and created sales orders accurately using Shopify and Cin7 Core.

• Managed order amendments, cancellations, backorders, stock allocation, and special customer requests.

• Coordinated with 3PL warehouses to ensure timely order dispatch and resolve delivery issues.

• Assisted customers with order enquiries, shipment updates, and fulfilment coordination.

• Processed daily receipts and supported invoice query management in coordination with the finance team.

• Maintained accurate records and reporting data using Google Sheets and internal systems.

• Generated operational and sales reports requested by sales managers.

• Managed the sales inbox and responded to customer enquiries in a professional and timely manner.

• Liaised with sales agents, distributors, and account managers regarding account and order-related matters. Personal Assistant to CEO and Founder

MAXY Academy October 2025 – January 2026

• 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.

• 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.

• Supported daily operational activities, tracking pending reports and cross-departmental issues to ensure timely resolution and smooth workflow across teams.

• Participated in client meetings, actively engaging with customers to understand their business processes.

• 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. Senior Sales Administration Executive

KION Indonesia Sales and Services April – July 2025

• Served as the primary point of contact for all administrative matters, ensuring smooth coordination with internal teams and external stakeholders.

• Prepared and issued accurate sales invoices to customers in a timely manner, supporting the finance and sales functions.

• Monitored and verified product shipments to ensure on-time delivery and resolved any discrepancies or delays proactively.

• Coordinated with regional offices and logistics partners to manage the end-to-end shipment process, ensuring compliance with company standards and timelines.

• Supported and maintained office operations, including overseeing administrative tasks, supplies, and general office management duties.

• Supported company setup activities by researching, sourcing, and evaluating vendors.

• Prepared vendor comparison analyses covering pricing, scope of services, and timelines to support management decision-making.

• Coordinated with shortlisted vendors and maintained structured records for budgeting and approval processes. Sales Administration Coordinator

PT. Medtronic Indonesia December 2014 – February 2024

• Managed customer orders, including pricing and reconciliation, ensuring accuracy and efficiency.

• Prepared pro forma invoices and monitored payments, ensuring accurate records were maintained.

• Worked closely with the Finance department to ensure accurate and timely invoice payment processing.

• Created and managed a database of vendors and customers, ensuring accurate, up-to-date records for efficient transaction management.

• Executed and documented sales and marketing activities while monitoring and tracking budgets effectively.

• Served as primary point of contact for customer event logistics, handling symposium registration, travel booking, and itinerary coordination for both company-hosted and third-party events.

• Acted as a compliance partner, overseeing the generation and submission of reports to government authorities.

• Facilitated negotiations through the official e-Catalog platform and finalized agreements in alignment with business guidelines.

• Managed Personal Protection Equipment (PPE) for the Clinical Team, ensuring availability, compliance, and proper distribution.

• Extended as Sales Administration for Brunei Darussalam Sales team.

• Demonstrated adaptability and a proactive approach by willingly accepting additional job responsibilities when necessary.

• Coordinated visa and travel documentation support for business travel and customer event attendance.

• Managed vendor coordination including quotation follow-up, booking and service confirmations, and payment document readiness.

• Processed finance documentation including purchase requests, payment requests, reimbursements, cash advances, and settlement reports in coordination with Finance.

• Maintained organized documentation and tracking systems for travel, vendors, payments, budgets, and events. Extended as Executive Assistant to Regional Business Director

• Proactively managed Business Director's schedule, ensuring efficient prioritization of tasks, resolution of conflicts, and handling competing demands.

• Ensured all scheduled meetings were properly organized with necessary facilities and up-to-date calendar information for the business Directors and participants.

• Thoroughly organized all aspects of travel, from booking flights to arranging accommodations and transportation, compiling documents for travel-related meetings.

• Provided comprehensive administrative assistance and personal assistant to the Business Director. Administration Assistant cum Secretary to DOM

PT. Boehringer Ingelheim May 2011 – November 2014

• Organized Director of Marketing Business Trips, agenda, and expenses.

• Accountable for controlling and executing Sales and Marketing activities in line with budget and business compliance.

• Coordinated with District and Area sales managers to process sales activities in their respective areas.

• Collaborated with the finance team to facilitate payment to customers and vendors.

• Thoroughly organized travel arrangements for all sales team members and customers attending national or international events.

• Successfully managed budgets and expenses for events, ensuring the best service at minimal cost. Secretary to Director of Sales and Marketing

Hotel Mulia Senayan October 2002 – May 2011

• Responsible for providing secretarial and administrative support to the sales and marketing team.

• Generated new annual corporate contracts for customers, ensuring accuracy, compliance, and timely execution.

• Prepared quarterly sales target and incentive reports, ensuring accuracy and timely submission for performance evaluation and compensation planning.

• Responded promptly and professionally to inquiries from customers during sales absenteeism.

• Assisted the Director of Sales and Marketing in developing annual and monthly marketing plans, ensuring prompt submission.

• Ensured accurate documentation to support the management team in making informed decisions and exercising discretion effectively.

• Safeguarded confidential information and demonstrated discretion in handling sensitive matters.

• Assisted the Director of Sales and Marketing with personal errands. Secretary to BOD and General Affairs

PT. Kalibesar Raya Utama (part of Sinar Mas Group) September 2000 – October 2002

• Assisted the BOD team (5 Directors) with secretarial and administration issues (travel arrangement, appointments, data entry, invoicing).

• Performed as General Affairs and HR process

• Acted as a point of contact for prospective employees during the recruitment process.

• Supervised receptionist, office boy, and drivers. Education

Undergraduate Degree, Business Management

Bina Nusantara University, 2025

Diploma, Secretarial Studies

Tarakanita Secretarial Academy, 2000

Language Proficiency

• Indonesian: Native

• English: Fluent (Written and Spoken)

Recognition

• Nominee, Team Member of the Year, 2004

• Recognized as Individual Contributor, 2020 – CVG Indonesia

• Centre of Excellence for Business Compliance Integration, 2016

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