Secretary

Job Purpose

Secretary performs secretarial duties and events arrangements supporting Vice President, Managers, and teams to ensure smooth administration of the department.  The jobholder also assists in the preparation of the departmental annual work program and budget, procurement and contracts administration, presentations and/or other assignments from Supervisor.

Key Accountabilities

• Perform secretarial services such as handling telephone calls, daily appointments and scheduling, meetings, correspondences, business trip arrangement, expense claims, and facilitate conferences & seminars for Department Vice President and Managers or teams.
• Monitor the availability of office supplies and stationaries, procure when required, and process the payment in compliance with PTTEP procurement and payment process.
• Serve as the focal point of any inter-departmental communication or coordination such as PO/PR queries, document reviews, write-off documents.
• Prepare and manage departmental file storage and any departmental correspondences as per the Corporate Document Control system and policy, Company Identity or standard formats, and other related requirements.
• Prepare department documents/work flow to support department’s activities such as hire of labor service order, group training arrangements, overseas business travel.
• Prepare and facilitate department KPI and/or WPB in the required system or templates in a timely manner. Monitor budget utilization, and report management periodically.
• Arrange departments events e.g. site visit, away day, group business trip arrangement, team building, merit events, knowledge management sessions as per request, including scheduling, handling all logistics and required documents to ensure all arrangements are smooth and support events objectives.

Professional Knowledge & Experiences

• Secretary Diploma or bachelor’s degree in related fields
• At least 1 year of experience in similar position
• Good command of both written and spoken English
• MS office literacy e.g. word, excel, power point, outlook
• Good communication and interpersonal skill, service-minded and mature
• Mobility to travel for department events