Administrative Assistant and Support Specialist

Job scopes & description

• Assists the business unit head with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports/approval flow; composing and preparing correspondence; arranging complex and detailed meeting plans, itineraries and agendas and compiling documents for meetings.
• Assist and participate in coordinating the agenda of management team meetings, assisting in scheduling, attending meetings. Represents the business unit head in designated meetings as required. Prepares an account of the meetings and follows up on assigned action items.
• Administratively supports HR tasks (recruiting support, documents formatting, surveys set up and other administrative tasks), update organization structure.
• Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the business unit head are met
• Coordinate senior management visit, agenda, logistic and other necessary supports
• Arranging business trip, VISA requirement, airline ticket, accommodations for out-of-town activities; processing travel reimbursement requests.
• Coordinate support and manage employee engagement activities including annual survey, action planning and tracking of initiative
• Coordinate new staff hiring, on-boarding, training related requirements with HR and unit heads
• Manage shared folder access, collaboration site, email distribution list management within department
• Infrastructure support management which includes oversight of physical and technology infrastructure for existing staff and new staff to be on-boarded.
• Support follow up across unit on critical inputs relating to business, HR, operations activities
• Support business continuity management and record retention management for the unit
• Office and admin vendors and contracts management, keep all the contracts updated, valid and uploaded. If needed, search for and introduce in good and proper vendors
• Participate as a function representative for staff activities, company event, action items.
• Any other duties relevant to the needs of the organization and as directed

Requirements

• Bachelor’s Degree in business administration or in related field
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, executives, external partners.
• Excellent management, time-management, systematic approach, and problem-solving skills.
• Excellent writing, editing, grammatical, communication in English and Thai
• Make it happen attitude and able to hands on and be team leader / team player.