Senior Secretary

Responsibilities

1. This role supports both the Projects and Investment Management Team (TEAM).

2. Manage the calendar including planning and organising meetings of Managers.

3. Coordinate appointments, meetings and schedule conference calls and booking of meeting rooms.

4. Provide administrative support including follow-up on meetings and communication with third parties, handling phone calls, mail & requisition of stationery.

5. Coordinate on IT related issues.

6. Arrange and manage travel plans, such as ticketing, hotel reservation, transport arrangements, visa applications.

7. Prepare and submit expense (business / entertainment / general) claims, including itemising travel expenses into specific category for accounting purpose, ensuring supporting receipts are attached & ensuring claims made are following company policies.

8. Organise and maintain filing system and update contacts database.

9. Arrange for courier service as and when assigned.

10. Reception duties (rotation among secretaries and administrative staff).

11. Appointment as Fire warden (rotation among secretaries and administrative staff).

12. Specifically for Projects, provide administrative support as below:

· Manage end to end process on Decision Papers including but not limit to checking of authority limit, coordinate signatories, filing and provide status update.

· Translation of Thai document into English version (google translate), check relevance and highlight irregularities to Managers.

· Ensure accuracy in contracts data input and all contracts are duly signed and filed.

· Highlight key contract clauses & check Letter of Award/ Client-Consultant Agreement issued is in order against approved draft.

· Retrieve drawings, specifications, cost reports & any required information from ASITE portal & file accordingly.

· Filing and archiving (both e-file & physical) of documents.

13. Any other ad-hoc duties assigned.