Job Description

Executive & Program Coordinator

Organization: Urban Studies Institute (USI)

Position Title: Executive & Program Coordinator

Reports to: Executive Director

Employment Type: Full-time

Duty Station: Bangkok, Thailand

Working Language: Thai and English

1. Position Overview The Executive & Program Coordinator provides high-level coordination and management support to the Executive Director of the Urban Studies Institute, combining executive support with light program-coordination duties across USI's project portfolio.

The role is responsible for helping the Executive Director manage priorities, maintain effective internal and external coordination, organize meetings and schedules, monitor follow-up actions, keep lightweight project trackers current, and ensure that key organizational information is captured and reported accurately.

This position requires an experienced, highly organized, and proactive individual who can work across multiple projects and teams. The Executive & Program Coordinator will serve as a central coordination point between the Executive Director, USI staff, partners, consultants, funders, government agencies, academic institutions, and other stakeholders.

Fluency in written and spoken English is essential, as the role will regularly support English-language communication, meetings, reports, proposals, and engagement with international partners.

2. Key Responsibilities

A. Executive Coordination and Follow-up

Help the Executive Director manage institutional priorities, commitments, and follow-up actions across ongoing projects, partnerships, proposals, and deadlines.
Coordinate with project leads and staff to gather updates, documents, and inputs the Executive Director requests; track decisions, action points, owners, and deadlines through to completion.
Prepare concise briefing notes, talking points, and background materials ahead of meetings and decisions.
Help prioritize incoming requests and flag matters needing urgent attention, decision, or escalation.
Maintain confidentiality when handling institutional, personnel, financial, partnership, and strategic information.

B. Meeting Coordination, Minutes, and Reporting

Coordinate meetings involving the Executive Director — agendas, supporting documents, and attendee logistics.
Attend meetings and produce accurate, action-oriented minutes in Thai or English, capturing discussions, decisions, owners, and deadlines; circulate minutes and follow up on outstanding actions.
Support preparation and consolidation of internal reports, donor reports, and management summaries, reviewing documents for completeness, consistency, and formatting.
Maintain organized records of minutes, reports, decisions, approvals, and institutional documents.

C. Scheduling and Calendar Management

Manage the Executive Director's calendar, appointments, and travel schedule, coordinating availability with internal and external stakeholders and resolving conflicts proactively.
Maintain a forward calendar of key organizational deadlines, reporting dates, events, and proposal submissions.
Ensure the Executive Director has needed documents, participant information, meeting links/locations, and briefing materials ahead of each commitment.

D. Logistics and Administrative Support

Coordinate logistics for meetings, workshops, conferences, field visits, and organizational events — venues, transportation, accommodation, catering, equipment, and materials.
Support domestic and international travel arrangements, including itineraries, bookings, travel documents, and coordination with hosts.
Liaise with finance and administration staff on travel advances, reimbursements, procurement, and payments.
Prepare participant lists, invitation letters, attendance records, and logistical briefs, ensuring arrangements stay within approved budgets and procedures.

E. Tracker Upkeep and Basic Reporting Support

This is a light-touch coordination function, not project or program management. The Coordinator maintains and updates trackers based on information supplied by project leads — the Coordinator is not responsible for assessing project performance or owning delivery risk.
Maintain and update simple, pre-defined trackers covering deliverables, deadlines, and follow-ups, based on inputs supplied by project leads.
Collect routine progress updates from project leads on a set schedule, consolidate them into agreed formats, and support consistent documentation across teams.
Relay any delays or risks that project leads flag to the Executive Director — the Coordinator is not expected to independently assess project performance or delivery risk.

F. Internal and External Communication

Draft and edit professional correspondence — emails, letters, memos, invitations, and presentations — in Thai and English, and proofread institutional documents as needed.
Communicate with partners and stakeholders on behalf of or under the direction of the Executive Director, including donors, government agencies, academic institutions, and regional networks.
Coordinate information flow between the Executive Director and USI teams, and maintain updated contact and stakeholder records.

G. Institutional and Project Support

Support the Executive Director on special projects and proposal coordination by assembling background materials, tracking inputs from contributors, and helping prepare drafts for review.
Conduct basic background research on meetings, projects, partners, or funding opportunities.
Organize institutional files and documentation — including records of achievements, partnerships, events, and publications — so they're easily retrievable.
Perform other relevant duties assigned by the Executive Director in line with the responsibilities of the position.

3. Required Qualifications

Bachelor's degree in public administration, business administration, management, international relations, social sciences, communications, development studies, urban studies, or a related field.
At least 4–6 years of relevant experience in executive assistance, program or project coordination, programme administration, office management, consulting, development work, research organizations, or a related role.
Strong written and spoken English and Thai is required.
Demonstrated ability to prepare professional meeting minutes, reports, correspondence, and presentations.
Experience coordinating schedules, meetings, events, travel, and logistical arrangements.
Strong computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, Google Workspace, and online meeting platforms.
Ability to manage multiple assignments, deadlines, and stakeholders simultaneously.
Ability to work with discretion and maintain confidentiality.

4. Preferred Qualifications

Experience with a nonprofit organization, donors, government agencies, research institute, university, consulting firm, international development organization, or social enterprise — ideally supporting a senior executive, director, or leadership team.
Interest in urban development, public policy, health equity, climate resilience, social development, or related areas.

5. Core Competencies

Organization and Time Management

Maintains accurate schedules, minutes, records, and trackers while distinguishing urgent matters from routine tasks and managing competing deadlines across multiple priorities.

Proactivity and Ownership

Anticipates requirements, identifies potential problems, follows up consistently, and completes tasks without requiring continuous supervision.

Communication

Communicates clearly and professionally in both Thai and English and can adapt communication for staff, executives, partners, donors, and government stakeholders.

Coordination and Teamwork

Brings together information and contributions from different people, projects, and organizations, working constructively with staff, consultants, and external partners with a service-oriented approach.

Judgment and Discretion

Understands the sensitivity of executive-level information and exercises appropriate care when handling confidential or complex matters.

Adaptability

Comfortable working in a dynamic organization where priorities may evolve and urgent coordination needs may arise.

6. Expected Performance Indicators

Performance may be assessed against the following indicators:

The Executive Director's calendar, meeting arrangements, and briefing materials are accurate, complete, and delivered on time.
Minutes are accurate and circulated promptly, with decisions and action points consistently documented and followed up.
Reports and requested inputs are consolidated by agreed deadlines, and trackers are kept current based on inputs received from project leads.
Delays or risks flagged by project leads are relayed to the Executive Director promptly.
Travel, events, and meeting logistics are completed smoothly and within agreed procedures.
Internal and external communication — written and verbal — is professional, timely, and meets English-language standards.
Institutional records and executive documents are organized and accessible.
Internal and external stakeholders receive timely and professional communication.

7. General Expectations The successful candidate will be expected to demonstrate professionalism, integrity, reliability, responsiveness, and respect for USI's mission and values. The role may occasionally require participation in early-morning or evening meetings, travel, field visits, or events outside normal working hours, particularly when coordinating with international partners or supporting major institutional activities.

How to Apply

Please submit the following

Your CV or résumé
A short cover letter explaining your interest and relevant experience
Your expected salary
Your earliest available starting date

Send your application to d.laksika@uslbangkok.com cc: info@uslbangkok.com with the subject:

“Application: Executive & Program Coordinator – [Your Name]”

Only shortlisted candidates will be contacted.