Executive Secretary

Key Responsibilities
Executive & Administrative Support

• Provide direct administrative and coordination support to senior management.
• Manage schedules, meetings, appointments, travel arrangements, and official engagements.
• Prepare meeting agendas, minutes, presentations, reports, correspondence, and other management documents.
• Follow up on management instructions and ensure assigned tasks are completed on schedule.
• Handle confidential business and company information professionally.

Project & Operations Coordination

• Coordinate and follow up on ongoing defence and ammunition projects.
• Track project timelines, deliverables, production schedules, inspections, testing, and delivery requirements.
• Coordinate information between management, production, procurement, logistics, suppliers, and customers.
• Identify outstanding issues and follow up with relevant parties to ensure timely resolution.
• Prepare regular project status updates for management.

Government & Regulatory Coordination

• Coordinate communication and documentation with relevant government and defence authorities.
• Follow up on permits, licences, approvals, inspections, and official correspondence.
• Assist in preparing documentation for import-export licences, End User Certificates (EUC), customs, and other regulatory requirements.
• Arrange meetings, factory visits, inspections, and official activities involving government representatives and defence organisations.

International Client & Supplier Coordination

• Communicate with international customers, suppliers, manufacturers, and business partners on behalf of management.
• Coordinate enquiries, quotations, technical information, commercial requirements, production updates, and delivery schedules.
• Arrange customer meetings, factory visits, product presentations, and business discussions.
• Follow up with overseas suppliers regarding quotations, production, shipping, and documentation.

Procurement & Import/Export Coordination

• Assist with sourcing and purchasing of raw materials, components, machinery, and equipment.
• Coordinate purchase orders, quotations, supplier documentation, and delivery schedules.
• Assist with international shipping and import/export documentation.
• Follow up on shipment status and resolve documentation or delivery issues.

Documentation & Communication

• Prepare and review business correspondence, quotations, contracts, purchase orders, reports, and project documents.
• Ensure information is accurate and consistent across related documents.
• Maintain organised records of contracts, licences, project documents, correspondence, and customer information.
• Translate and coordinate business communication between Thai and English-speaking parties when required.

QUALIFICATIONS

• Female only
• Willing and able to travel domestically and internationally as required.
• Flexible working hours with the ability to adapt to changing business needs and work requirements.
• Bachelor's degree in Business Administration, Management, International Business or related field.
• 3-7 years of experience in executive secretary, executive assistant or coordination roles.
• Experience in manufacturing, defence, engineering, or international business is preferred.
• Strong Thai and English communication skills.
• Proficient in Microsoft Office and business documentation.
• Strong organization, coordination, follow-up and problem-solving skills.
• Able to manage multiple priorities with professionalism and discretion.