The Asian Institute of Hospitality Management brings Swiss-style education to the heart of Asia. Founded by Minor Hotels, one of the fastest growing hospitality companies, in academic association with Les Roches, a global leader in hospitality education. AIHM provides a world-class learning experience for future leaders in hospitality, tourism and entrepreneurship. The Bachelor of Business Administration in Global Hospitality Management is spread across seven semesters and two campuses in Bangkok and Pattaya, with exchanges in Switzerland or Spain and professional internships around the world.

The position’s purpose comprises the key objectives for the position, and functions that this position is responsible for on a day-to-day basis.

The successful candidate will be responsible for greeting visitors, answering inquiries, and providing administrative support to staff and faculty members.

This includes, providing timely analyses, reports, and high-quality assistance in all administrative capacities and perform adhoc duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Within this, the key responsibilities for this position are to:

• Manning the AIHM reception.
• Welcome and greet visitors to the school in a professional and courteous manner.
• Answer and direct incoming calls and emails, providing accurate and timely information.
• Corresponding internal and external. Arrange for outgoing mail and packages to be picked up or delivered. Receive and relay telephone messages.
• Organize meetings, including scheduling, arranging conference rooms, sending reminders, and organizing catering when necessary.
• Coordinate travel arrangements for team members, faculty, students and visitors.  
• Manage office supplies, including ordering and restocking as needed.
• Prepare and distribute correspondence, memos, and reports.
• Assist with event planning and coordination, including setup and cleanup.
• Maintain the school's filing system, including electronic and physical files.   
• Perform other administrative duties as assigned by the Administration Manager.
• Provide administrative and clerical support to the department heads as assigned by the Administration Manager.
• Screen documents from internal and external and propose documents for signature.
• Prepare monthly advance requisitions, expense claims and track expenses and prepare reports for entire department.
• Organize and maintain office filing and database system and looking for way to improve systems

Key qualifications and experience required.

• A minimum of 3 years' experience in executive secretary or admin role ideally in hospitality or similar environment.
• Excellent time management skills and ability to multi-task and prioritize work.
• Effective and professional communication abilities.
• Professional writing capabilities, including being able to communicate with employees, vendors, and clients or guests.
• Great customer service and interpersonal skills.
• Strong organizational and planning skills
• Proficiency in MS Office.