Executive Secretary - Suntory

This role provides high-level administrative support to executives across multiple markets, ensuring the smooth execution of the Suntory Beverage and Food Thailand (SBFHE) agenda. You will act as a trusted gatekeeper and connector to key stakeholders, orchestrating priorities across Thailand, Indochina, North Cluster, and South Cluster. The position requires managing complex calendars, preparing executive materials, and leading monthly People & Culture (P&C) meetings to ensure alignment with organizational targets.

You will handle a wide range of responsibilities including departmental purchase requisitions, monthly payroll processing for temporary staff, and travel budget management. Additionally, you will co-lead company engagement activities such as employee programs and events, ensuring smooth logistics and internal communication. The role demands exceptional discretion, strong organizational skills, and the ability to manage sensitive information while maintaining efficient filing and document management systems.

• Manage complex calendars across multiple time zones to support the SBFHE Business Unit, prioritizing ExCom, Board, and global engagements
• Generate executive materials for key meetings, including Excom meetings and Management Board Reports (MBR)
• Prepare, proofread, and organize documents, reports, presentations, and correspondence with high accuracy
• Lead monthly PSBFHE P&C and quarterly SBFHE P&C meetings with the country CEO
• Own and monitor the P&C KPI Dashboard to ensure results align with set targets
• Coordinate internal and external meetings, taking the lead in agenda preparation and minutes-taking
• Prepare and process reimbursement and expense reports with accuracy and speed
• Maintain strict confidentiality and discretion when handling sensitive information
• Establish and maintain efficient filing, document management, and knowledge systems
• Manage departmental purchase requisitions and orders, ensuring compliance and tracking
• Process monthly payroll for temporary staff with accuracy and timely submission
• Assist in preparing and tracking the department’s travel budget, monitoring spending and reporting variances
• Coordinate cross-market projects to ensure follow-up and accountability from stakeholders
• Co-lead the planning of company activities, including employee engagement programs and New Year Party
• Liaise with internal departments and external vendors for logistics and venue arrangements
• Coordinate internal communications in alignment with corporate communications
• Provide administrative support during events to ensure smooth execution
• Orchestrate logistics for P&C related events, including leadership offsites and regional talent forums
• Handle correspondence, inquiries, and information flow within the department
• Maintain office supplies, equipment, and administrative needs of the team

• Bachelor’s degree in business administration, Management, Finance, or a related field
• 7–10 years of proven experience supporting senior executives, preferably within FMCG, healthcare, or multinational organizations
• Knowledge of procurement processes, PR/PO management, and budget planning
• Strong communication and interpersonal skills
• High proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Demonstrated ability to manage complexity across geographies, cultures, and functional priorities
• Exceptional discretion, strong organizational skills, and the ability to handle sensitive information

• Experience with People & Culture (P&C) functions
• Knowledge of event planning and logistics coordination
• Ability to work independently and prioritize tasks in a fast-paced environment