Personal Assistant

Job Title:

Personal Assistant

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Job Summary

To serve as a trusted partner to the Deputy Chief Executive Officer by proactively managing executive priorities, coordinating strategic activities, supporting informed decision-making, and ensuring the seamless execution of executive commitments.

The Executive Assistant acts as an extension of the Deputy CEO, providing professional, confidential, and proactive support across executive administration, business coordination, stakeholder management, and project execution, while maintaining the highest standards of integrity, responsiveness, and operational excellence.

Key Accountabilities

1. Executive Office & Priority Management

·        Manage the day-to-day operations of the Executive Office to ensure the Deputy CEO’s priorities are executed effectively.

·        Maintain an integrated view of executive commitments, strategic initiatives, critical deadlines, and business priorities.

·        Protect the Deputy CEO’s time by prioritizing requests and managing competing demands appropriately.

·        Anticipate scheduling conflicts, operational issues, and resource constraints, and propose practical solutions.

·        Ensure executive decisions, instructions, and priorities are communicated clearly and followed through to completion.

2. Executive Calendar & Meeting Management

·        Manage the Deputy CEO’s calendar, appointments, Board and Executive Committee meetings, business reviews, and external engagements.

·        Prioritize meeting requests based on business impact, urgency, and strategic importance.

·        Coordinate schedules with executives, Board members, business partners, government agencies, investors, and other stakeholders.

·        Prepare agendas, briefing materials, presentation packs, and supporting documents accurately and on time.

·        Attend meetings when required; prepare concise minutes, capture decisions and action items, and follow up through completion.

·        Ensure the Deputy CEO receives complete, relevant, and timely information before each meeting.

3. Executive Briefing & Decision Support

·        Prepare concise executive briefing notes by consolidating information from multiple business units.

·        Synthesize reports, presentations, proposals, and business documents into clear insights and recommendations.

·        Highlight key issues, business implications, risks, and decisions requiring executive attention.

·        Identify information gaps and coordinate with relevant departments to obtain complete and accurate information.

·        Support preparation for Board meetings, strategic discussions, business reviews, and external engagements.

4. Communication & Stakeholder Management

·        Screen and prioritize incoming communications, correspondence, reports, and meeting requests.

·        Draft, review, and coordinate professional emails, letters, reports, presentations, speeches, and other business correspondence.

·        Represent the Deputy CEO professionally when coordinating with internal and external stakeholders.

·        Build effective working relationships across business units, subsidiaries, hotels, partners, consultants, investors, and government agencies.

·        Handle sensitive matters with diplomacy, discretion, confidentiality, and sound judgment.

·        Escalate urgent matters appropriately while maintaining an effective flow of communication.

5. Executive Project Coordination & Follow-up

·        Maintain a comprehensive tracking system for executive assignments, strategic initiatives, approvals, and key decisions.

·        Monitor action plans and proactively follow up with responsible parties to ensure timely completion.

·        Coordinate cross-functional activities that support corporate initiatives and executive priorities.

·        Identify risks, delays, and potential obstacles early, and recommend practical solutions.

·        Escalate overdue or critical issues appropriately while maintaining constructive stakeholder relationships.

·        Support special projects and strategic initiatives assigned by the Deputy CEO.

6. Information, Document & Knowledge Management

·        Maintain organized, secure, and confidential executive records, contracts, reports, presentations, and correspondence.

·        Ensure executive documents are accurate, complete, well organized, and readily retrievable.

·        Monitor document approvals and follow up on pending submissions.

·        Comply with company governance, document-management, data-privacy, and confidentiality requirements.

·        Continuously improve filing systems, information-management practices, and Executive Office workflows.

7. Travel, Events & Executive Logistics

·        Coordinate domestic and international travel, including flights, accommodation, transportation, visas, itineraries, and travel documentation.

·        Ensure travel arrangements are efficient, cost-effective, and aligned with executive priorities.

·        Coordinate executive events, Board meetings, management retreats, business dinners, and corporate functions.

·        Process travel expenses, reimbursement documentation, and supporting records accurately and on time.

·        Anticipate logistical requirements and prepare contingency plans to minimize disruption.

8. Continuous Improvement & Digital Productivity

·        Identify opportunities to improve Executive Office efficiency and administrative processes.

·        Use Microsoft 365, AI-enabled productivity tools, and digital collaboration platforms responsibly to enhance executive effectiveness.

·        Recommend improvements to executive workflows, meeting effectiveness, information management, and communication practices.

·        Support the implementation of systems, technologies, and best practices that improve Executive Office performance.

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Qualifications

Education

·        Bachelor’s degree in Business Administration, Management, Communications, English, Hospitality Management, or a related field.

Experience

·        At least 5 years of experience supporting C-suite executives or senior business leaders; 5–8 years is preferred.

·        Proven experience managing complex executive calendars, Board meetings, and strategic business priorities.

·        Experience in a diversified business group, listed company, property, hospitality, investment, or corporate environment is preferred.

·        Experience supporting a senior executive responsible for multiple business units is highly desirable.

Knowledge & Skills

·        Excellent executive calendar, priority-management, planning, organization, coordination, and multitasking skills.

·        Excellent business writing and verbal communication skills in both Thai and English.

·        Strong business acumen and the ability to understand and anticipate executive priorities.

·        Strong presentation, meeting-administration, report-preparation, and analytical skills.

·        Ability to synthesize complex information into concise executive insights and recommendations.

·        Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, and Teams) and responsible use of AI-enabled productivity tools.

·        Ability to work independently and perform effectively under pressure while maintaining accuracy and professionalism.

·        High levels of discretion, integrity, confidentiality, and sound judgment.

·        Flexibility to support the executive outside normal business hours when required.