Secretary to Deputy Managing Director

Secretary to Deputy Managing Director

The Secretary to the Deputy Managing Director, Property Management, provides comprehensive administrative and executive support to ensure smooth day-to-day operations. This role is responsible for managing schedules, coordinating meetings, handling confidential information, and supporting reporting and documentation processes. The position also plays a key role in facilitating communication across departments and supporting property management activities, ensuring efficiency, accuracy, and professionalism at all times.

Key Responsibilities:

• Manage and organize the Deputy Managing Director's schedule, including meetings, travel, and daily activities.
• Prepare and handle correspondence such as letters, emails, reports, and presentations. 
  
• Screen and coordinate both internal and external communications 
  
• Maintain confidentiality of sensitive executive information. 
• Arrange and prepare meetings, including agendas and detailed meeting minutes.
  
• Coordinate with internal departments (Finance, HR, IT, Property Management, Engineer, and site teams).
  
• Follow up on action items and ensure progress is tracked. 
• Prepare and consolidate weekly, monthly, and ad-hoc reports.
  
• Maintain organized filing systems (both electronic and hard copy).
  
• Manage key documents such as contracts, reports, and internal files. 
  
• Support preparation of executive reports and presentations.
• Support Property Management activities, including Annual General Meetings (AGM) and related meetings.
• Monitoring site/building reports and inspections.
• Supporting budget preparation.
• Assisting with contracts and consultancy documentation 
  
• Maintain and update operational plans such as inspection schedules and site visit plans.
• Handle expense claims, reimbursements, and petty cash for the executive.
  
• Arrange travel logistics, including flights and accommodation.
  
• Support procurement and internal team activities
• Translate documents and communications (Thai - English) 
  
• Review and refine announcements and internal communications.
• Maintain databases, records, and filing systems 
  
• Ensure proper documentation, secure storage, and backups.
• Act as a Personal Assistant to the Deputy Managing Director 
  
• Support special projects and company activities.
  
• Perform other duties as assigned by management. 

Qualifications:

• Thai Nationality Only
• Bachelor's degree in business administration or a related field
• Minimum 3–4 years of experience in a secretarial or administrative role
• Strong organizational and time management skills
• High attention to detail with the ability to work efficiently under pressure
• Proven ability to handle confidential information with discretion
• Good command of written and spoken English
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong interpersonal and communication skills
• Proactive, adaptable, and able to multitask effectively
• Availability for meetings after hours or on weekends sometimes.