Entrepreneurship in the territories: is it the right time?
Position Summary
The Administration Assistant will play a vital role in supporting the Regional Director (RD) and the overall operations of the Asia Regional Management Unit (ARMU).
This role involves managing the RD’s calendar, organizing meetings, arranging travel and visa processes, and ensuring effective communication. The Assistant will also support expatriate staff with settling-in processes, handle logistics for visiting staff and events, manage petty cash, and ensure a clean, organized, and well-maintained office environment.
This is a multifaceted position that requires strong administrative and organizational skills, attention to detail, and a high level of discretion.
Key Responsibilities
1. Personal Assistance to the Regional Director & Office Communication (60%)
- Calendar Management: Organize the RD’s schedule, meetings, and travel to ensure smooth operations and timely commitments.
- Communication: Serve as the main contact point for all correspondence, including mail, pouch, faxes, and calls. Maintain an up-to-date global CARE contact list.
- Administrative Support: Draft official correspondence, reports, and presentations. Handle document management and submissions.
- Travel Coordination: Arrange itineraries, accommodations, and travel logistics. Submit travel expense reports (TER) and reimbursements to Finance in a timely manner.
- Meeting Management: Schedule and organize internal and external meetings, including logistics, agenda preparation, and minute-taking as needed.
- Information Management: Maintain filing systems, databases, and ensure records are easily accessible.
- Confidentiality: Handle sensitive and confidential matters with discretion and professionalism.
2. Administrative and Logistic Support (20%)
- Maintain updated administrative files, including requisitions, payment requests, and related documentation.
- Coordinate and arrange travel and hotel bookings for ARMU staff and guests.
- Assist in visa arrangements and related documents for staff and visitors.
- Liaise with Raks Thai Foundation for event and workshop logistics or take the lead in their absence.
- Receive and coordinate all billing and payment processes with the Finance/Accounting team (travel advances, reimbursements, petty cash replenishment).
- Supervise the office housekeeping to ensure a clean and professional work environment.
- Monitor the condition of office equipment (computers, printers, furniture) and arrange for repairs or replacements as needed.
- Ensure adequate stock of office supplies and consumables (water, coffee, newspapers, etc.).
3. Expatriate Staff Support (10%)
- Assist the Office Manager in processing Thai visas, re-entry permits, 90-day reporting, and work permit renewals for expatriate staff.
- Liaise with the Immigration Office and Ministry of Labour as necessary.
- Provide support for expatriates’ housing needs, including lease agreements, utilities, and general relocation support.
- Assist with the customs clearance of shipments for incoming/outgoing personal belongings.
- Offer general administrative and logistical support regarding schools, transportation, maintenance, and other relocation matters, under guidance from the Office Manager.
- Other responsibilities as assigned. (5%)
