- 12 months direct contract (Renewable, convertible to full time if performance is good)
- Must have: Business Japanese is essential to support Japanese Stakeholders.
- Work location: Mapletree Business City
Job Summary:
The Senior Management Executive Assistant is responsible for providing comprehensive administrative support to the Senior Management team, including managing schedules, organizing meetings, handling travel arrangements, and facilitating communication with stakeholders, particularly Japan HQ.
Key Responsibilities:
- Organize and manage the Senior Management's schedule, calendar, and meetings.
- Arrange flights, hotels, dinner reservations, and other travel logistics for the Senior Management team.
- Prepare agendas, meeting materials, and facilitate management meetings.
- Coordinate meetings in Japanese as necessary and liaise with Japan HQ.
- Handle personal issues and run errands for Senior Management.
- Compile, transcribe, and distribute minutes of meetings.
- Prepare and submit expense reports, attend to queries from Finance & Accounting.
- Ensure day-to-day cleanliness and readiness of Senior Management rooms.
- Coordinate drivers' scheduling and logistics.
- Handle necessary pre-approval applications with Government related bodies.
- Communicate with IT Department to troubleshoot Senior Management’s equipment when necessary.
- Coordinate with reception to arrange couriers and check and distribute mails.
- Maintain document filing and name card database.
- Welcome and escort VIPs or guests to meeting rooms, and order beverages.
- Order bento for lunch meetings and check dietary requirements for attendees.
- Assist in the preparation for new staff, including setting up equipment and name cards.
- Perform ad hoc secretarial duties and administrative tasks as assigned.
Qualifications:
- Diploma/Degree in Business Administration or related field.
- Minimum 2-3 years of relevant experience in secretarial duties supporting senior management.
- Ability to speak and write in Business Japanese to liaise with Japan HQ.
- Experienced in handling complex travel schedules and coordinating with Japanese expatriates.
- Proficient in Microsoft Office suite (Word, Excel, PowerPoint).
- Meticulous, organized, with excellent interpersonal and communication skills.
Interested applicants can apply directly to [email protected]
