Secretary to the General Director

Position Summary

The Executive Secretary provides comprehensive executive, administrative, and communication support to the General Director in managing daily operations of a foreign-invested flexible plastic packaging manufacturing company with approximately 700 employees. This position serves as the key liaison between the General Director, internal departments, headquarters, customers, suppliers, and external stakeholders while ensuring effective coordination of business, production, and strategic initiatives.

Key Responsibilities

Executive Support

• Manage the General Director's calendar, appointments, meetings, and travel arrangements.
• Prepare agendas, presentations, reports, meeting minutes, and follow up on action items.
• Screen, prioritize, and respond to correspondence, emails, and telephone communications.
• Handle confidential documents and sensitive business information with the highest level of discretion.
• Coordinate executive meetings, board meetings, and management reviews.

Communication & Coordination

• Act as the communication bridge between the General Director and all departments including Production, Sales, Quality Assurance, Supply Chain, Finance, HR, Engineering, and Maintenance.
• Coordinate with headquarters and overseas partners.
• Translate and interpret between English, Thai, and Vietnamese during meetings and business discussions when required.
• Draft business correspondence, reports, announcements, and official documents in English and Thai.

Business & Production Support

• Support monitor implementation of management decisions and strategic projects.
• Track departmental KPIs and prepare executive performance reports.
• Coordinate cross-functional projects related to manufacturing, production planning, quality improvement, cost reduction, and operational excellence.
• Assist in preparing annual business plans, budgets, production reports, and management presentations.
• Support customer visits, supplier meetings, audits, and factory inspections.

Administration

• Organize domestic and international business trips.
• Arrange accommodation, transportation, visas, and travel schedules.
• Maintain proper filing systems for contracts, reports, and confidential records.
• Manage office supplies and administrative expenses for the Executive Office.

Meeting Management

• Schedule management meetings and ensure timely preparation of meeting materials.
• Record accurate meeting minutes.
• Follow up on action plans and deadlines.
• Monitor progress and report status to the General Director.

Special Projects

• Participate in corporate improvement projects assigned by the General Director.
• Conduct market research, benchmarking, and business analysis.
• Assist in strategic planning and implementation of company initiatives.
• Perform other duties as assigned.

Qualifications

Education

• Bachelor's Degree or above in Business Administration, Management, Industrial Engineering, International Business, Languages, or related fields.

Experience

• Minimum 3 years of experience as an Executive Secretary, Executive Assistant, or Management Assistant.
• Experience in a manufacturing environment is highly preferred.
• Experience in foreign-invested companies is an advantage.

Language Requirements

• Advanced proficiency in English (spoken and written).
• Advanced proficiency in Thai (spoken and written).
• Vietnamese native speaker preferred.

Technical Skills

• Excellent command of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong presentation and report preparation skills.
• Familiarity with ERP systems (SAP, Oracle, Microsoft Dynamics, or equivalent) is an advantage.
• Good understanding of manufacturing operations, production planning, supply chain, quality management, and business processes.

Core Competencies

• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• High level of integrity and confidentiality.
• Analytical thinking and problem-solving ability.
• Ability to work under pressure and manage multiple priorities.
• Strong attention to detail.
• Professional business etiquette.
• Cross-cultural communication skills.
• Ability to work independently with minimal supervision.
• Strong coordination and follow-up capabilities.