Job Detail

Location: Laguna Phuket, Thailand
Job Purpose:

The Sustainability Administrative Assistant provides comprehensive administrative, coordination, and communication support to the Corporate Sustainability department. The role ensures the smooth day-to-day operations of the department, including executive support for the department head, coordination across multiple teams and time zones, and management of internal documentation, procurement, and communication workflows. This position plays a key role in enabling the department to deliver on its ESG implementation and sustainability reporting commitments efficiently and on time.

Key Responsibilities:

1. Administrative and Executive Support

• Manage the Group Director of Sustainability's calendar, appointments, and travel arrangements, ensuring effective prioritisation and scheduling.
• Handle procurement and financial processes including purchase requisitions, vendor onboarding, goods receipt, and payment tracking.
• Maintain department files, records, and correspondence on SharePoint and shared drives, ensuring proper documentation and version control.
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Monitor and manage the departments central email inbox; collaboration with central IT; triage queries and route them to the appropriate team members for timely response.

2. Coordination and Stakeholder Engagement
• Serve as the coordination focal point between the Corporate Sustainability department and key stakeholders such as GOSS, cluster sustainability coordinators, and property-level champions.
• Follow up with stakeholders to ensure timely submission of sustainability data, reports, and best practice stories.
• Schedule meetings, prepare agendas, and track action items across multiple teams and functions, ensuring follow-ups are completed and documented.
• Coordinate logistics and communications for cross-departmental sustainability initiatives, workshops, and training sessions.
• Liaise with other corporate departments (e.g., Finance, HC, Operations, and MarComm) to facilitate administrative and operational tasks related to sustainability programmes.

3. Reporting and Documentation Assistance
• Support the consolidation of sustainability data and case studies by maintaining trackers, sending reminders, and conducting basic checks for completeness.
• Assist in preparing departmental presentations, updates, and internal sustainability reports.
• Help maintain dashboards, records, and action trackers to support reporting accuracy and timeliness.

4. Communication and Departmental Support
• Draft internal communication and simple correspondence related to sustainability programmes and updates.
• Assist in organising department meetings, taking minutes, and distributing action points.
• Support sustainability programmes and engagement activities with sustainability champions across properties.
Qualifications & Requirements:
• Bachelors degree in Business Administration, Environmental Studies, Communications, Hospitality Management, or a related field.
• Minimum 2 years of experience in administrative, coordination, or executive assistant roles, preferably within a corporate, hospitality, or sustainability-related function.
• Experience managing calendars, preparing purchase orders, and organizing meetings and events.
• Experience working with cross-functional teams and senior stakeholders.
• Excellent communication skills in English and Thai (both written and spoken).
Skills and Competencies
• High attention to detail, strong organisational skills, and ability to multitask in a fast-paced environment.
• Strong proficiency in Microsoft Office 365 (Outlook, Excel, Word, PowerPoint) and familiarity with SharePoint or similar platforms.
• Service-minded, proactive, and able to handle confidential information with professionalism.
• Interest or background in sustainability or ESG topics is an advantage.