Project Assistant

The role supports the execution of country priorities across JobsDB by SEEK Thailand and works closely with Sales, Marketing, Operations, Product, Finance, People & Culture, Office Experience, Shared Services, and regional APAC/ANZ counterparts.

The position covers:

• Strategic planning and coordination of country-level initiatives.
• Executive and leadership meeting preparation, documentation, and action tracking.
• Project, process-improvement, and deliverable tracking.
• Business updates, dashboards, reporting tools, and management information.
• Calendar, itinerary, event, and stakeholder coordination.
• Cross-functional communication, handovers, and follow-through.
• Workplace experience, hybrid-work, employee engagement, and company-event support.
• Administrative coordination for selected approvals, documentation, vendors, and Operational requirements.

1. Strategic and Project Support

• Act as a strategic support partner to the Country Managing Director and Country Management team.
• Translate leadership priorities into clear workplans, milestones, owners, timelines, and expected outcomes.
• Coordinate and track country-level projects, strategic initiatives, and process improvements.
• Monitor risks, dependencies, decisions, and outstanding actions, escalating issues when required.
• Consolidate updates from stakeholders and prepare concise summaries for leadership review.

2. Executive Meeting and Governance Support

• Manage end-to-end support for leadership and management meetings, including agenda preparation, pre-reads, briefing packs, minutes, and action registers.
• Coordinate meeting schedules and ensure the appropriate stakeholders are included.
• Maintain visibility of commitments, due dates, and follow-up actions from leadership discussions.
• Support executive meeting preparation by gathering relevant business information and ensuring materials are complete and decision-ready.
• Maintain organized records and repositories for meeting materials, decisions, and supporting documents.

3. Business Reporting and Tracking

• Maintain and improve internal trackers, dashboards, calendars, and reporting tools.
• Monitor project status, deliverables, risks, key actions, and outcomes.
• Consolidate business and functional updates for weekly, monthly, quarterly, and ad hoc management reviews.
• Coordinate with relevant owners to validate information, resolve gaps, and ensure timely submission of updates.
• Support the preparation of management presentations, briefing notes, reports, and other decision-support materials.

4. Cross-Functional and Regional Coordination

• Serve as a central coordination point across Sales, Marketing, Operations, Product, Finance, People & Culture, Office Experience, Shared Services, and other support functions.
• Facilitate clear communication, timely handovers, and alignment of expectations between teams.
• Liaise with regional counterparts across APAC and ANZ on shared initiatives, visits, meetings, and deliverables.
• Coordinate inputs, consolidate feedback, and follow up on agreed actions until completion.

5. Calendar, Travel, and Stakeholder Coordination

• Manage or support executive calendars, leadership visits, itineraries, appointments, and priority meetings.
• Coordinate logistics for internal and external meetings, leadership engagements, workshops, and company activities.
• Prepare schedules, participant lists, contact details, briefing materials, and other coordination documents.
• Work with internal partners and external vendors to ensure arrangements are completed accurately and on time.

6. Workplace Experience and Engagement Support

• Support the planning and execution of workplace experience, hybrid-work, employee engagement, and culture-building initiatives.
• Coordinate onsite activities, town halls, workshops, team events, and other engagement programs.
• Assist with event communications, attendance or RSVP tracking, logistics, materials, and post-event follow-through.
• Help ensure activities are delivered smoothly, inclusively, and in line with business requirements.

7. Administrative and Process Support

• Prepare, review, organize, and route documents for approvals, signatures, payments, and other business processes.
• Maintain accurate documentation and ensure records are stored in the appropriate repositories.• Support selected hiring, onboarding, vendor, procurement, finance, and operational coordination requirements as assigned.
• Handle sensitive information with discretion and follow relevant company policies and approval processes.

• Act as a strategic right hand to the Country Managing Director by helping plan, coordinate, and execute country-level priorities and initiatives.
• Plan, coordinate, and track high-level projects and process improvements across the Thailand business unit.
• Provide end-to-end support for leadership meetings, including agenda preparation, briefing packs, minutes, action tracking, and follow-through.
• Maintain internal tracking systems, dashboards, calendars, and reporting tools to monitor project status, risks, deliverables, and outcomes.
• Consolidate updates and prepare management reports, presentations, briefing notes, and other materials used for leadership decision-making.
• Coordinate with Sales, Marketing, Operations, Product, Finance, People & Culture, Office Experience, Shared Services, and regional teams to ensure smooth execution and timely handovers.
• Support executive visits, leadership engagements, workshops, town halls, commercial kickoffs, and other internal or external activities.
• Coordinate schedules, itineraries, meetings, travel-related requirements, participant information, logistics, and event documentation.
• Follow up on commitments and action items from management meetings and ensure owners provide updates within agreed timelines.
• Support workplace experience, hybrid-work, employee engagement, and culture-building activities that strengthen collaboration.
• Prepare and organize documents for approvals, signatures, payments, and other administrative requirements.
• Maintain organized and accessible documentation repositories while handling confidential business and executive information appropriately.

Expected Outputs

• Clear and up-to-date project plans, trackers, calendars, and action registers.
• Complete and decision-ready executive meeting materials.
• Timely and accurate management updates, reports, and presentations.
• Effective coordination of leadership schedules, visits, meetings, and events.
• Documented follow-through on decisions, risks, dependencies, and assigned actions.
• Smooth cross-functional communication and timely completion of deliverables.
• Well-organized records and reliable administrative support for country management.

Required Capabilities

• Strong project coordination, organization, and follow-through skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, stakeholders, deadlines, and confidential information.
• Strong attention to detail and ability to produce accurate, polished documents and reports.
• Confidence working with senior leaders and cross-functional or regional stakeholders.
• Ability to synthesize information and present concise, actionable updates.
• Proficiency in Microsoft Office or equivalent productivity, reporting, presentation, and
• collaboration tools.
• Proactive, dependable, discreet, and solutions-oriented working style.