Reporting to CEO / Management Team
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.
Office Admin:
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 office supplies 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..
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.
- Coordinate with Procurement and service providers to ensure timely delivery of services and supplies.
- Support new staff onboarding e.g. building/ office access, car parking (if needed),
- Develop and implement efficient office procedures to enhance productivity and streamline processes.
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.
Qualifications:
- Bachelor's degree or equivalent work experience in office administration or related field.
- Minimum 5 years experience as a secretary or personal assistant supporting C-level executives or senior management.
- Excellent command in written and spoken English is highly essential.
- Proficient with Microsoft Office and learn new or updated software to enhance productivity quickly.
- Attention to detail and accuracy in all work, with a high level of professionalism and discretion.
- Ability to prioritize work, fulfil a variety of high-level responsibilities of the jobs, and keep deadlines.
- Strong interpersonal skills: able to effectively communicate, service mind, interact, and work with individuals and groups.
- Capable of working under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Dynamic, energetic, detail-oriented, entrepreneurial, and equipped with a can-do-attitude
Good Benefit
- Annual Leave 15 Days
- Birthday leave 1 Day
- Medical Insurance
**Hybrid Work & Flexible Working Hour**
Clinixir Office, 173/18 Asia Centre Building (BTS Chongnonsi)
