Executive Assistant to the shareholder's office
Responsibilities:
Executive Support & Calendar Management
- Manage the Shareholder's Office calendar, scheduling meetings, prioritizing engagements, and ensuring optimal time management.
- Coordinate travel arrangements, including flights, accommodations, and itineraries.
- Prepare agendas, briefing materials, and presentations for meetings.
- Act as a gatekeeper, screening calls and managing email correspondence on behalf of the Shareholder's Office.
Task & Deadline Management
- Track and follow up on action items, deadlines, and key deliverables across multiple work streams, ensuring timely execution.
- Maintain a structured system for monitoring commitments, sending reminders, and escalating issues when necessary.
- Liaise with internal teams and external partners to ensure alignment on priorities.
Project Coordination & Execution
- Work closely with department heads and leadership teams to ensure execution of directives from the Shareholder's Office.
- Support investor relations, board meeting preparations, and corporate communications.
Vendor & Stakeholder Payment Processing
- Process invoices and coordinate timely payments to vendors and stakeholders with Finance Department.
- Verify accuracy of billing details and resolve discrepancies.
- Process company credit card submission to Finance Department.
Confidentiality & Communication Management
- Draft and review key communications, reports, and presentations for the Shareholder's Office.
- Manage sensitive information with utmost discretion and confidentiality.
- Act as a liaison between the Shareholder's Office and senior stakeholders, ensuring clear and professional communication.
Health & Wellness Coordination
- Schedule and coordinate doctor's appointments with hospitals in Bangkok, Singapore, and London.
- Book wellness services such as massage, physiotherapy, chiropractor sessions, nail care, and hair appointments.
Lifestyle & Household Management
- Arrange meal deliveries according to preferences.
- Process and manage household orders including drinking water and supplements.
- Handle other ad hoc tasks as required.
Qualifications
- Bachelor's degree from a reputable university.
- 5-10 years of experience as an Executive Assistant, preferably in consulting firms, investment banks, private equity, or similar high-pressure environments.
- Exceptional organizational and time-management skills with strong attention to detail.
- Ability to work independently, anticipate needs, and proactively resolve issues.
- Strong analytical and problem-solving skills; ability to synthesize information and present concise insights.
- Strong verbal and written communication skills in English.
- Proficiency in Microsoft Office (Excel, PowerPoint, Word) and familiarity with productivity tools.
- High level of professionalism, discretion, and adaptability in handling confidential matters.
