Business Assistant / Project Administrator

We’re looking for a Business Assistant / Project Administrator to join the X Hotel team in Bali.

This is a full-time, on-site role for someone who is highly organised, proactive, persistent, and genuinely focused on getting things finished.

What this role is about

You will be the Coordination hub of the project.

People, tasks, and agreements will flow through you — the team, clients, contractors, and external partners.

Things will often need to be found, done, delegated, or solved quickly. You’ll need to find the right person, follow up, monitor progress, solve problems, and make sure the final result is actually delivered.

The mindset is simple:

Your job is to hold what the founder can't.

You’ll take scattered tasks from calls, messages, and ideas, structure them, and push them toward completion without needing to be constantly reminded.

We’re looking for someone who

• Is persistent, driven, and focused on the final result, not just completing their part
• Takes full ownership of a task until it is actually closed
• Follows up and closes loops without reminders
• Pushes processes forward instead of waiting to be told what to do
• Comes with solutions and options, not just problems
• Can say: “Here’s the situation, I suggest this, and I need your decision”
• Gets to the point and communicates the concrete solution first
• Has their own point of view and strong critical thinking
• Can identify weak points, ask the right questions, and disagree when necessary with logical arguments
• Is highly responsible, diligent, systematic, and detail-oriented
• Is comfortable coordinating multiple people and moving parts at once
• Is persistent enough to find the right person or solution even when it isn’t straightforward

What you’ll be doing

Team & task coordination

• Manage and follow up on tasks across the team
• Make sure nothing slips and everything is completed on time
• Monitor other people’s work and drive it through to the delivered result
• Find the right person, information, or solution quickly
• Coordinate between the team, clients, contractors, and external partners

Client management

• Manage relationships with a portion of clients
• Handle communication and account management
• Keep client relationships warm and well-managed
• Edit contracts the company signs with clients
• Read contracts carefully, identify issues, and handle terms with attention to detail

Contractor management

• Find contractors for specific tasks
• Brief them, coordinate the work, follow up, solve issues, and make sure the finished result is delivered

For example: finding a contractor to produce an AI-generated promotional video, briefing them, monitoring the work, and making sure the final video is delivered.

AI in daily work

• Use AI tools such as Claude and others to optimise your work
• Prepare materials
• Automate routine tasks
• Speed up research, search, and coordination

What we expect

Experience

• Experience as an Assistant, Project Administrator, Executive Assistant, or similar role
• Industry experience is not critical
• Middle-level experience — you should be a confident, independent specialist who doesn’t need the same task explained three times
• Experience coordinating people and contractors and driving tasks through to completion

English

• Fluent English in reading, writing, and communication
• Confident spoken English preferred
• You should be actively using English now

AI

• Advanced user of AI tools
• You genuinely use Claude and other AI tools in your work, rather than simply being familiar with them

Personal qualities

• Highly responsible, diligent, and systematic
• Persistent, driven, and results-oriented
• Strong sense of ownership and proactivity
• Willing to find non-standard ways to reach the right person or solution
• Independent thinker with your own point of view
• Able to defend your position with logic and arguments
• Strong attention to detail, especially with contracts and documents

We’re looking for someone whose working style is closer to stability, reliability, attention to detail, and systematic thinking than simply being fast or highly outgoing.

Bali, Indonesia — on-site
Full-time, flexible hours — results matter, not hours logged
Compensation discussed after the interview
Growth path: Assistant → Operations Manager → Project Operations Director → potentially Head of a separate business line

If you feel this sounds like you, send your CV + short introduction to:

[email protected]
Subject: XHotel BA/PA – Name

Please include your current location and earliest start date.

Ability to commute/relocate:

• Bali: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Where are you currently based, and are you able to work full-time on-site in Bali?
• What is your earliest possible start date?
• Please briefly describe your most recent role and the main responsibilities you handled independently.
• What AI tools do you currently use in your daily work? Please give 2–3 specific examples of how you use them to save time or improve your work.
• How comfortable are you communicating in English with international clients, contractors, and senior management? Please rate yourself from 1–10 and briefly explain.
• What are your current and expected monthly salary?

Experience:

• Business Assistant/Project Assistant/Executive Secretary: 3 years (Required)

Language:

• English (Required)

Location:

• Bali (Required)

Work Location: In person