Our Client:
Our client is one of the top Freight Forwarding companies in Japan. They are looking for an Executive Assistant to join their Singapore office. You will be reporting to the Chief International Business Officer as well as the Chief of Staff to ensure smooth operation of the Executive office.
The Responsibilities:
- Coordinate daily schedule of the Chief International Business Office (CIBO)
- Book travel arrangements, including flights, accommodation, and transportation
- Application of Visa for CIBO Team. Including liaison with relevant parties such as travel agencies, embassies, group companies; to check and confirm latest Visa requirements of CIBO and CIBO team member’s travel destinations
- Prioritize and manage CIBO’s calendar to optimize efficiency and productivity
- Manage and prioritize official communication and liaison, including phone calls and emails, on behalf of CIBO and CIBO team members, acting as a primary point of contact between internal and external stakeholders, including but not limited to executives in Japan
- Plan and organize both internal and external meetings and events.
- Organize and manage company level events and functions. Ensure events are planned according to timeline and schedule
- Manage, reconcile, and verify CIBO and team’s travel and entertainment expenses with accordance to company’s business expense policy
- Organize and maintain records, files, and documents related to CIBO's activities
- Draft and review memos, letters, and other correspondences
- Ensure confidentiality and accuracy in handling sensitive information
- Upon request of CIBO, attend meetings with CIBO and take meeting minutes in detail. Ensure follow-up actions and report status
- Advise executives by providing historical precedents and relevant information
The Requirements:
- Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
- Excellent organizational and time management skills
- Strong written and verbal communication skills
- Communicate in English and Japanese at business level to smoothly communicate with Japanese Native Stakeholders
- Proficiency in Microsoft office software and applications
- High level of discretion and professionalism when handling confidential information
- Adaptability to fast paced environment
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Disclaimer: The Company complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of their age, race, religion, nationality, marital status, or family responsibilities. A more detailed discussion of the TGFEP is available on the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) website at https://www.tal.sg/tafep.
JO Reference: 107627
