Executive secretary CEO and Company Administration Officer (Healthcare)

The Secretary to CEO / Office Administrator is responsible for providing comprehensive administrative support to the CEO and managing the daily operations of the office. This position requires a proactive, organized individual capable of multitasking and maintaining confidentiality. The Secretary to CEO / Office Administrator reports directly to the CEO.

Job Descriptions:

Secretary to CEO:

Manage the CEO's calendar, schedule appointments, and coordinate meetings.

Prepare and distribute agendas, presentations, and other materials for meetings.

Handle correspondence, including letters, and phone calls on behalf of the CEO.

Anticipate the CEO's needs and proactively assist in managing their time and priorities.

Coordinate communication between the CEO and other departments or external partners.

Maintain confidentiality of sensitive information and exercise discretion in all interactions.

Liaise with relevant stakeholders to organize BOD, AGM, EGM and SAB meetings and take minutes at those meetings.

Prepare financial memorandum and ratification as assigned by CEO.

Responsible for company bank account opening and closing as assigned by CEO.

Office Admin:

1. Administrative Support:

Provide administrative support to all departments as needed, including scheduling

meetings, managing calendars, and organizing files.

Assist in preparing reports, presentations, and correspondence.

Handle incoming and outgoing communications, including phone calls, emails, and

mail distribution.

Maintain stationary, office supplies, staff welfare with inventory and order replenishments when necessary.

Recheck all employee reimbursements and prepare summary report submit to outsource to make its payments, as assigned by CEO.

Print out the certificate of WHT and provide the mailing to Vendors, as assigned by CEO..

2.Office Operations:

Oversee day-to-day office operations and ensure compliance with company

policies and procedures.

Manage office facilities, including maintenance requests, repairs, and cleanliness.

Manage office furniture and equipment, including allocate, maintenance requests and repairs.

Manage and smoothen Car Arrangement, Mailing Services, Messenger Services, Maid Service and Document Storage Services for effective operational work.

Support Services Management which is Internal company activities support and assist to renovate, order food and snack , reserve air ticket and transportation for non-project and prepare all various office facilities that will be need for office building.

Coordinate with Procurement and service providers to ensure timely delivery of services and supplies.

Support new staff onboarding e.g. building Card/ office access, car parking (if needed),

Develop and implement efficient office procedures to enhance productivity and streamline processes.

3.Reception and Customer Service:

Greet visitors, answer inquiries, and direct them to the appropriate person or

department.

Provide exceptional customer service to clients and guests.

Another task as assigned by Supervisor.

Qualifications:

1. Bachelor's degree or equivalent work experience in office administration or related field.

2. Minimum 3 years experience as a secretary or personal assistant supporting C-level executives

or senior management.

3. Excellent command in written and spoken English is highly essential.

4. Proficient with Microsoft Office and learn new or updated software to enhance productivity

quickly.

5. Attention to detail and accuracy in all work, with a high level of professionalism and discretion.

6. Ability to prioritize work, fulfil a variety of high-level responsibilities of the jobs, and keep

deadlines.

7. Strong interpersonal skills: able to effectively communicate, service mind, interact, and work with individuals and groups.

8. Capable of working under pressure at times to handle a wide variety of activities and confidential matters with discretion.

9. Dynamic, energetic, detail-oriented, entrepreneurial, and equipped with a can-do-attitude

Good Benefit

- Annual Leave 15 Days

- Birthday leave 1 Day

- Medical Insurance

-Provident Fund

-Annual health check with flu vaccination

Clinixir Office, 173/18 Asia Centre Building (BTS Chongnonsi)