This is a high functioning, hybrid role seeking a highly organized, detail-oriented and resourceful individual to provide executive-level pro-active support to the c-suite team combined with administrative duties of office management and front-desk reception duties by being the first point of contact for visitors, incoming calls and managing external vendors.
You will be organizing and coordinating administrative activities and office operations.
This role requires excellent organizational and communication skills, as well as the ability to prioritize and multitask while maintaining executive confidentiality at all times.Job Responsibilities:Administrative DutiesC-suite calendar management: Manage calendars for the CEO and COO, including scheduling meetings, 1:1 check-in and coordinating with respective stakeholders and invitees for the meeting.
Types of meetings include recurring bi-weekly operational meetings, monthly operational meetings, regional check-ins, HQ meetings, weekly check-ins, monthly P&L video calls and ad-hoc meeting requests from direct reports and organizational stakeholders.Flight search and booking: Searching, booking, checking-in and coordinating flight timings will be a crucial part of the role along with checking visa requirements and filing documents with the accounts/finance teams.
Frequent flight routes would include Singapore, Malaysia, India, Hong Kong and Germany.Organize agenda for HQ & regional leadership conferences: Tasks will include booking meeting rooms in office or at hotels, reserving restaurants, preparing agendas, arranging accommodations for attendees and collating presentation decks from stakeholders and following up with recaps and notes when needed.Taking notes and meeting minutes: Assist in tracking team deliverables, reminding deadlines and prioritize next steps by taking notes in meetings you attend, listening and comprehension of the subject of discussion, and asking questions when in doubt to effectively communicate to proceed with next steps.Organize, maintain and update executive documents: Provide administrative support and organize documents in shared folders with relevant stakeholders and keep track of key information, handling sensitive information such as c-suite expense reimbursements, visas and invoice processing with discretion and professionalism.Communicate and coordinate appointments, venue addresses and meeting locations with CEO's driver.Lunch and coffee orders and provide support in making restaurant reservations for executive meetings.Office Management DutiesManage and coordinate administrative functions, such as organizing office filing systems, so they are accessible and retrievable when needed.Oversee office facilities and ensure a clean, safe, and productive work environment.Coordinate office maintenance, repairs, and equipment upgrades with the Athenee Tower's building management team and external vendors (non-IT).Partner with HR to develop and implement office policies and procedures to enhance efficiency, including ordering business cards, office badges, hot-desk seating and claims management.Prepare and coordinate with HR office arrangements for engagement activities (e.g.
Townhalls) and support with ordering food & beverage, decorations, etc.Front-desk Reception DutiesWelcome visitors such as clients, external stakeholders and coordinate with internal teams or individuals to escort them to meeting rooms, waiting areas and/or studio room.Receive phone calls from external stakeholders and inquiries.Organize and distribute courier, mail and PR packages to relevant teams and individuals.Support the circulation team with magazine distribution and coordinate with office support staff and messengers for deliveries.Requirements:Bachelor's degree in Business English, Marketing or any related field.This is a full-time, 5-days in-office position with occasional hybrid work schedule.Excellent language skills in written and spoken English and Thai.3+ years of experience in marketing support and executive-level support.Strong communication and comprehension skills, ability to understand complex discussions and break down next steps.Ability to problem-solve, multitask, prioritize, and meet deadlines in a fast-paced environment while maintaining confidentiality at all times.Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, MSTeams).Familiarity with image tools such as Canva and productivity tools applications are a plus.About UsBurdaLuxury is one of Asia's most vibrant and progressive independent media houses.
Our portfolio includes a variety of successful regional publishing brands in lifestyle and luxury markets across Hong Kong, India, Malaysia, Singapore, and Thailand.
Print publications include AUGUSTMAN, HELLO!
Magazine Thailand, Prestige, and PIN Prestige.
Digital offerings include Lifestyleasia.com, Augustman.com, PrestigeOnline.com and PinPrestige.com.
BurdaLuxury is part of the Hubert Burda Media family, one of the largest media companies in Germany.
Burda is active in 16 countries, employs more than 11,000 people and publishes around 500 products.
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