Executive Assistant
Takeda · Bangkok
Job Description
Executive Assistant to Country Head – Thailand & Singapore
Reporting to: Country Head, Thailand & Singapore
Location: Thailand
1. Job Purpose
Provide comprehensive administrative and executive support to the Country Head, Thailand & Singapore, ensuring efficient daily operations, effective schedule management, smooth meeting coordination, and timely communication with internal and external stakeholders.
The role also supports the preparation, consolidation, and formatting of executive presentations and meeting materials.
2. Key Responsibilities
A. Executive & Administrative Support (55%)
- Manage the Country Head's calendar, appointments, meetings, and travel arrangements, including regional and international engagements.
- Coordinate meeting logistics, agendas, invitations, and relevant documentation.
- Organize travel itineraries, accommodation, transportation, and expense claims.
- Support routine correspondence, administrative requests, and document management.
- Coordinate administrative approvals, purchase requests, and related processes in accordance with company procedures.
- Maintain confidentiality and ensure professional handling of sensitive information.
B. Executive Presentation Support (25%)
- Assist in preparing, consolidating, and formatting PowerPoint presentations for leadership meetings, business reviews, and town halls.
- Compile slides, charts, and information provided by different functions into consistent and professional presentation materials.
- Improve slide layouts, visual consistency, readability, and alignment with corporate templates.
- Support basic proofreading, document formatting, and quality checks before submission.
- Organize and maintain executive presentation files and reference materials.
C. Meeting Coordination & Follow-up (15%)
- Prepare meeting agendas and coordinate supporting materials.
- Attend selected meetings to capture key discussion points, decisions, and action items.
- Maintain action trackers and follow up with relevant stakeholders on agreed deadlines.
- Coordinate timely submission of information and materials for Country Head meetings.
- Facilitate communication and administrative coordination across Thailand, Singapore, and regional teams.
D. Other Administrative Support (5%)
- Support the organization of leadership meetings, town halls, employee engagement activities, and executive visits.
- Assist with basic drafting and proofreading of internal communications.
- Perform other administrative assignments as required by the Country Head.
3. Qualifications & Experience
- Bachelor’s degree in business administration, Management, Communications, or a related field.
- 3–5 years of experience as an Executive Assistant, Administrative Assistant, Secretary, or similar role.
- Experience supporting senior management in a multinational organization is preferred.
- Good proficiency in Microsoft Office, particularly PowerPoint, Excel, Word, Outlook, and Teams.
- Ability to prepare well-formatted, professional presentations using existing content and templates.
- Good written and verbal communication skills in Thai and English.
- Experience in the pharmaceutical or healthcare industry is an advantage but not mandatory.
- Familiarity with AI productivity tools is an advantage.
4. Key Competencies
- Planning & organization: Strong time management and ability to manage multiple priorities.
- Attention to detail: Accuracy in documentation, scheduling, and presentation formatting.
- Communication: Clear, professional communication with internal and external stakeholders.
- Presentation proficiency: Ability to organize and format information into clear, visually consistent slides.
- Proactiveness: Anticipates administrative needs and follows up on assigned tasks.
- Collaboration: Works effectively with colleagues across functions and countries.
- Confidentiality: Demonstrates discretion, integrity, and professionalism.
- Adaptability: Comfortable working in a dynamic, multicultural environment.
5. Key Success Measures
- Effective and timely management of the Country Head's calendar, travel, and administrative requirements.
- Accurate, professional, and timely preparation of presentations and meeting materials.
- Smooth coordination of meetings and leadership engagements.
- Timely tracking and follow-up of assigned action items.
- Positive feedback from the Country Head and key stakeholders.
6. Scope & Accountability
The Executive Assistant provides administrative, coordination, and presentation-formatting support. Strategic content development, business analysis, financial validation, and functional decision-making remain the responsibility of the Country Head and relevant functional teams.