Administrative Assistant

Job Description

Join our dynamic team at AIHM as an Administration Assistant, where you'll be the welcoming face of our institute while providing essential support for student success, faculty operations, and seamless daily workflows. Reporting to the Administration Manager, this role thrives on proactivity, multitasking, and a passion for hospitality excellence in a vibrant academic environment.

Key Responsibilities

Front Desk & Visitor Experience (Primary Receptionist Duties)

• Handle the AIHM reception desk with a proactive, hands-on approach, welcoming and greeting visitors, students, faculty, and guests in a professional, courteous manner to create positive first impressions.
• Answer and direct incoming calls, emails, and inquiries; relay messages accurately and provide timely information to internal/external stakeholders.
• Handle internal/external correspondence, outgoing mail/packages, and document screening (proposing items for signature).

Student Life & Academic Support (Holistic Student Experience)

• Support pre-term student readiness, orientation, feedback, and operational tasks.
• Manage international student services: visa processes, 90-day reports, extensions, email address requests, and certified letters.
• Oversee uniforms, IDs, and professional attire management.
• Provide academic assistance: timetable management, Learning Management System (LMS) support, and technical help for academic platforms.
• Handle material/ingredient procurement, PR (Purchase Requisition), and PO (Purchase Order) processing.

Administrative & Operational Excellence

• Organize meetings (scheduling, room bookings, reminders, catering).
• Coordinate travel for team members, faculty, students, and visitors.
• Manage office supplies (ordering/restocking) and improve filing systems (electronic/physical) and databases.
• Prepare/track correspondence, memos, reports, monthly requisitions, expense claims, and summaries.
• Assist with event planning, setup, cleanup, and execution.
• Provide ad hoc clerical support to department heads and Administration Manager.

Qualifications

Required:

• Experience in administration or receptionist roles, ideally in hospitality, education, or fast-paced service environments.
• Excellent time management, multitasking, and prioritization skills.
• Strong organizational and planning abilities.
• Professional communication skills (verbal/written) for diverse stakeholders.
• Outstanding customer service and interpersonal skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).

Preferred (to excel in this role):

• Multilingual abilities (e.g., fluent English + Thai; bonus for additional languages.
• Experience with student management systems, LMS platforms (e.g., Canvas), or visa/admin processes in international education.
• Familiarity with procurement tools and hospitality operations.
• Passion for hospitality/tourism and a proactive mindset for process improvements.