Secretary

The Secretary provides comprehensive administrative and executive support to ensure smooth day-to-day operations. This role is responsible for managing schedules, coordinating meetings, handling confidential information, and supporting reporting and documentation processes. The position also plays a key role in facilitating communication across departments and supporting property management activities, ensuring efficiency, accuracy, and professionalism at all times.

Key Responsibilities

Manage and organize the Deputy Managing Director's schedule, including meetings, travel, and daily activities.

Prepare and handle correspondence such as letters, emails, reports, and presentations.

Screen and coordinate both internal and external communications

Maintain confidentiality of sensitive executive information.

Arrange and prepare meetings, including agendas and detailed meeting minutes.

Coordinate with internal departments (Finance, HR, IT, Property Management, Engineer, and site teams).

Follow up on action items and ensure progress is tracked.

Prepare and consolidate weekly, monthly, and ad-hoc reports.

Maintain organized filing systems (both electronic and hard copy).

Manage key documents such as contracts, reports, and internal files.

Support preparation of executive reports and presentations.

Support Property Management activities, including Annual General Meetings (AGM) and related meetings.

Monitoring site/building reports and inspections.

Supporting budget preparation.

Assisting with contracts and consultancy documentation

Maintain and update operational plans such as inspection schedules and site visit plans.

Handle expense claims, reimbursements, and petty cash for the executive.

Arrange travel logistics, including flights and accommodation.

Support procurement and internal team activities

Translate documents and communications (Thai - English)

Review and refine announcements and internal communications.

Maintain databases, records, and filing systems

Ensure proper documentation, secure storage, and backups.

Act as a Personal Assistant to the Deputy Managing Director

Support special projects and company activities.

Perform other duties as assigned by management.

Qualifications

Thai Nationality Only

Bachelor's degree in business administration or a related field

Minimum 3–4 years of experience in a secretarial or administrative role

Strong organizational and time management skills

High attention to detail with the ability to work efficiently under pressure

Proven ability to handle confidential information with discretion

Good command of written and spoken English

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

Strong interpersonal and communication skills

Proactive, adaptable, and able to multitask effectively

Availability for meetings after hours or on weekends sometimes.