Virtual Executive Assistant / Personal Assistant (Thai‑Speaking)

# ⭐ **JOB DESCRIPTION — Virtual Executive Assistant / Personal Assistant (Thai‑Speaking)**  *Role:*** Virtual EA / PA  **Location:** Remote or in office (Thailand + Australia time zones)  **Hours:** Full‑time  **Reports to:** Kurt Braune, Director – KBC Group  **Language Requirement:** Fluent Thai & English  ---# **Role Purpose**You will be the operational force multiplier for the Director of KBC Group, supporting the management of 10+ hospitality assets across Australia and Thailand. Your role is to ensure that every manager is aligned, every task is tracked, every meeting is prepared, and every follow‑up is completed without needing reminders.You will create structure, accountability, and clarity across the organisation so the Director can focus on high‑value conversations, decision‑making, and growth.---# **Key Responsibilities**## **1. Manager Coordination & Weekly Meeting Rhythm**- Schedule and manage **weekly 30‑minute meetings** with each manager.  - Prepare meeting invites with: - Updated agenda   - Manager‑specific task list   - Outstanding items   - KPIs or issues requiring escalation  - Attend each meeting, take structured notes, and convert them into actionable tasks.  - Follow up with managers to ensure tasks are completed on time.---## **2. Task Management & Accountability**- Maintain a centralised task system for all managers (Planner, Asana, ClickUp, or Notion).  - Track deadlines, dependencies, and progress.  - Send reminders and escalate delays.  - Ensure every task has: - Owner   - Due date   - Status   - Evidence of completion  ---## **3. Communication & Language Support (Thai + English)**- Translate messages, documents, and instructions between Thai and English.  - Communicate with Thai‑based managers, suppliers, and contractors on behalf of the Director.  - Ensure cultural clarity and accuracy in communication.---## **4. Executive Support**- Manage the Director’s calendar, inbox, and priorities.  - Draft and refine emails, letters, and internal communications.  - Prepare summaries of long threads and propose recommended responses.  - Coordinate travel, bookings, and personal administration when required.---## **5. Documentation & Reporting**- Prepare SOPs, checklists, and operational documents in clean Word 365 format.  - Maintain organised digital filing systems.  - Produce weekly summary reports for the Director: - Completed tasks   - Overdue tasks   - Risks   - Escalations   - Manager performance snapshots  ---## **6. Operational Support for Hotels**- Assist with procurement, supplier follow‑ups, and quotes.  - Coordinate with property managers, housekeeping, maintenance, and external contractors.  - Track compliance items (fire safety, insurance, licensing, DAMA, etc.).  - Support marketing and group‑booking outreach when required.---# **Required Skills & Attributes**- Fluent Thai & English (written + spoken).  - Highly organised, structured, and proactive.  - Strong task management and follow‑up discipline.  - Excellent communication and document‑writing skills.  - Ability to work independently and anticipate needs.  - Experience in hospitality, property management, or operations is a strong advantage.  - Tech‑savvy and comfortable with modern productivity tools.---# **Success in This Role Looks Like**- Every manager shows up to their weekly meeting prepared.  - Every meeting has a clear agenda and outcomes.  - Tasks are tracked, followed up, and closed without reminders.  - The Director’s time is protected and focused on high‑value work.  - Communication between Thai and English teams is seamless.  - The organisation runs with clarity, accountability, and rhythm.---# ⭐ **Recommended AI Automation Stack for Your Workflow**Below is the exact setup that will give you the accountability and productivity you’re aiming for.---## **1. Microsoft Loop or Notion — Manager Task Boards**Each manager gets:- A dedicated board  - Columns: To Do → In Progress → Waiting → Done  - Linked to weekly meeting agendas  - Auto‑updated by your EA  This becomes your **single source of truth**.---## **2. Microsoft Teams + Copilot — Weekly Meeting Automation**Your EA can use Copilot to:- Generate agendas  - Summarise last week’s notes  - Extract action items  - Prepare follow‑up lists  - Draft meeting invites  This removes 80% of admin overhead.---## **3. Outlook + Copilot — Inbox Triage**Your EA can:- Categorise emails  - Draft replies  - Flag items needing your attention  - Create tasks directly from emails  You only see what matters.---## **4. Otter.ai or Microsoft Teams Transcription**For every manager meeting:- Auto‑transcribe  - Auto‑summarise  - Auto‑extract tasks  - Sync tasks to Planner or Notion  Your EA then cleans and assigns them.---## **5. ClickUp or Asana — Accountability Layer**Your EA maintains:- Task dashboards  - Manager performance snapshots  - Weekly reports  - SLA tracking  You get a **10‑minute weekly overview** instead of chasing people.---## **6. AI Translation Layer (Thai ↔️ English)**Your EA uses:- Copilot  - DeepL  - Google Translate (for quick checks)  This ensures nothing gets lost between Thai and English teams.