Executive Assistant and Office Management

3 months ago


กรงเทพมหานคร, Thailand Straumann Full time

**Main Purpose of the Role**

To provide high level confidential support to Country Manager by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively for growth opportunity and/or internal process efficiency.

**Key Responsibilities: Executive Assistant**
- Proactively manage and coordinate the diary of the Country Manager by prioritizing and arranging internal and external meetings. Ensure appropriate briefing papers are prepared and provided.
- Provide secretarial support to the Country Manager, including meeting scheduling, travel arrangements, and expense claims.
- Draft routine letters to a high standard, minute meetings, take messages, and perform other administrative tasks as required to support the Country Manager. This includes drafting agendas, collating papers and reports, taking minutes, and following up on action points.
- Plan and manage key organizational events, such as Townhall conferences, Straumann days, staff briefings, and others as required.
- Assist in preparing sales reports and performance analysis presentations for business reviews and informed decision-making.
- Coordinate and collaborate with cross-functional teams and act as the special project owner assigned by the Country Manager.
- Serve as the compliance officer for Straumann Group Thailand, responsible for legal documents, policies, and documentation filing.
- Manage contract agreements and act as the Company Chop holder to ensure proper approval and record keeping.
- Handle company letters and legal documents, ensuring all requests obtain proper approval.

**Key Responsibilities: Office Management**
- Act as the first point of contact for dealing with correspondence and phone calls.
- Organize and schedule company meetings and support the welfare committee in planning employee activities and events.
- Maintain distributor contracts and customer supply contracts filing, including negotiating with vendors to ensure competitive service.
- Create and manage the office budget, ensuring all employees follow it.
- Monitor office supplies and order new stationery, furniture, appliances, and electronics as required while focusing on cost-effectiveness.
- Organize maintenance companies to keep the office clean and safe and ensure all appliances are in good working order.
- Manage office facilities, purchasing, work with the office building management, and ensure office safety.
- Handle petty cash, company parking lot, and maid service.
- Update the monthly telephone list and maintain records of employees' mobile phones.
- Manage the stock of office stationeries and pantry supplies, as well as order new stock as needed.
- Update corporate hotel rates in Bangkok and UPC.
- Prepare and process all administrative payment requests.

**Qualification**
- Bachelor’s degree in business administration, business analysis, marketing, information technology or a related field.
- Excellent communication and PowerPoint presentation skills to effectively convey data to support informed decision making.
- Project management skills, experience in implementing digital transformation projects within an organization is a plus.
- At least 5 years of sales support, project coordination, or office administration experiences
- Commercial English proficiency
- Payer/learner mindset, pleasant personality, good communication skill.


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