Executive Assistant & Purchasing Executive

Executive Assistant & Purchasing Executive

Job Summary

The Executive Assistant & Purchasing Executive provides administrative support to the Vice President while managing procurement activities for company operations, marketing initiatives, projects, and employee-related programs. This role requires strong organizational skills, vendor coordination, purchasing administration, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Assistant Responsibilities:

• Manage the Vice President’s schedule, including calendars, appointments, meetings, and business travel arrangements
• Prepare and coordinate documents requiring VP’s review, approval, and signature and maintaining accurate and confidential records
• Coordinate travel and expenses, including flight bookings, travel arrangements, expense claims, and reimbursements
• Follow up with departments on reports, action items, and deliverables to ensure timely completion
• Provide administrative and operational support to the VP, including special projects and ad hoc assignments

Purchasing Responsibilities:

• Manage and coordinate the purchasing process end-to-end, from sourcing and comparing quotations to order placement and delivery for company merchandise and corporate gifts including but not limited to souvenirs, promotional items, T-shirts, New Year gifts, hampers, flowers, etc
• Manage supplier databases and procurement records, including issuing purchase orders (PO), tracking approvals, and supporting cost optimization initiatives
• Manage company-wide business travel, including flight booking, travel insurance and purchasing, liaising with travel agencies and airlines, and providing travel support to employees while ensuring cost-effective and efficient arrangements

Qualifications:

• Bachelor's degree in Business Administration, Management, Procurement, or a related field
• Minimum 2-5 years of experience in Executive Assistant, Administrative, Purchasing, or Procurement roles
• Good to excellent verbal and written English
• Strong organizational and multitasking abilities
• Excellent communication and coordination skills
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Good negotiation and vendor management skills
• Ability to handle confidential information with discretion

What We Offer:

• Flexible working hours
• Hybrid working (one day per week work-from-home)
• Career development and promotion opportunities
• Provident fund
• Group insurance
• Annual health check / Flu vaccine
• Annual and other leave entitlements
• Birthday leave

Work location:

• The ParQ building [MRT Queen Sirikit Convention Center]