Thailand Office Manager/executive Assistant

1 week ago

กรงเทพมหานคร, Thailand BowerGroupAsia Full time

Who We Are?

BowerGroupAsia (BGA) is the premier government affairs, public policy and strategic communications advisory firm supporting the world’s leading multinational companies in the Indo-Pacific. With a presence in 25 countries, BGA staff provide bespoke services to clients in 28 markets across the region. We are a fast-growing company and seek a talented, highly motivated Thailand **Office Manager/Executive Assistant** to join our team in Bangkok.

Position Responsibilities

**Office Management Support**:

- Work on office space matters such as lease agreements, renovation, fixtures and fittings, and legal/statutory licenses, and coordinate with the regional office management team.
- Manage daily office operations, including managing office supplies, filing documents, collecting documents for accountants, paying office utilities bills, coordinating with finance for office expenses payments, receiving, and flagging mail.
- Arrange and manage travel, including scheduling, reservations, obtaining travel visas, preparing travel itineraries, and submitting travel requests.
- Provide event management and logístical support for BGA clients and stakeholders.
- Support BGA Thailand team to coordinate with suppliers/external stakeholders such as translators, graphic designers, interpreters for BGA clients.
- Manage and record office fixed assets
- Manage office petty cash and prepare petty cash reports.
- Review and approve BGA Thailand team’s expense reimbursements
- Coordinate with BGA Thailand leadership and the BGA HR team to reach out to prospective new talent and support the interview process as needed. Assist with employee onboarding and departure, including preparing equipment and business card for employees, etc.
- Coordinate closely with the BGA contracts team to ensure that all client contracting requirements are clearly understood and effectively implemented and adhered to in the BGA Thailand office.
- Ensure that required firewalls between analysts are established and consistently enforced.

**Special Assistant Support**:

- Manage and maintain the managing director's (MD) schedule, requiring interaction and building/developing close personal relationships with both internal and external executives, government officials, and assistants to coordinate a variety of meetings, gather information, and promote the company’s brand.
- Serve as a notetaker and take minutes of phone calls and meetings as needed and file notes in the company’s internal system and distribute them appropriately.
- Work with internal colleagues to collect pre
- and post-meeting briefings, ensure others have their assignments, and follow up on those actions and tasks if they are reportable to the MD.
- Provide substantive support to the top management in developing client deliverables. Based on direct guidance from the MD, conduct basic research, develop presentations, and write talking points to support client and business development engagements.
- Manage and track expenses and compile expense reports for the MD.
- Exercise the utmost professionalism and confidentiality in handling all confidential or sensitive information (both externally and internally) you have access to in the course of your work.
- Other duties as required.

Job Requirements

We seek an exceptionally collegial, highly motivated self-starter who is excited about helping BGA function more efficiently and productively. He or she must work independently and as an effective team member in supporting and anticipating company needs and filling gaps.

**Qualifications**:

- 3 - 7 years of professional or relevant experience in administration and supporting colleagues at the executive level preferred.
- Education: Minimum bachelor’s degree. Master’s degree is a plus.
- Embody and personify the company’s strong “people first” culture by leading with empathy, compassion, and a genuine interest in the lives of internal and external stakeholders. Treat others, inside and outside the company, with deep respect.
- Facilitate communication and share best practices between the BGA Thailand team and other BGA teams regarding the implementation of company policy and standard operating procedures.
- Ability to simultaneously manage multiple tasks.
- High level of organizational skills and a great personality to help us achieve organizational efficiency by nurturing a positive and inclusive work environment.
- Proficiency in Microsoft Office software (MS365) and ability to learn and adopt new technologies. Previous experience using Salesforce is a plus.
- Outstanding written and verbal communications skills in native-level English and Thai along with an aptitude for public speaking and project presentations.
- Ability for flexibility in hours, particularly when the MD is on travel.
- Interest in and understanding of the intersection of government and business.
- Commitment to collegiality and a superior sense of discretion and confidentiality.
- Meticulous w

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