The Executive Assistant to the President plays a crucial role in supporting Singapore team and ensuring the smooth operation of the executive office. This position involves a combination of administrative tasks, communication management, and strategic coordination.
RESPONSIBILITIES
- Coordinate daily schedule of the President.
- Book travel arrangements, including flights, accommodation, and transportation. Application of Visa for President.
- Including liaison with relevant parties such as travel agencies, embassies, group companies; to check and confirm latest Visa requirements of President & team members travel destinations. Prioritize and manage President's calendar to optimize efficiency and productivity.
- Keep President's calendar updated through Microsoft Outlook.
- Manage and prioritize official communication and liaison, including phone calls and emails, on behalf of President & team members, acting as a primary point of contact between internal and external stakeholders, including but not limited to executives in co company in Japan.
- Plan and organize both internal and external meetings and events. To ensure timely communication and preparation with all relevant parties.
- Organize and manage company level events and functions. Ensure events are planned according to timeline and schedule.
- This includes booking of meeting venues, accommodation, and communication with invited participants and/or guests.
- Manage, reconcile, and verify President and teams travel and entertainment expenses with accordance to companys business expense policy. This includes preparation of travel application, claims, and related forms.
- Organize and maintain records, files, and documents related to President's activities.
- Draft and review memos, letters, and other correspondences.
- Ensure confidentiality and accuracy in handling sensitive information.
- Upon request of President, attend meetings with President and take meeting minutes in detail.
- Ensure follow-up actions and report status.
- Advise executives by providing historical precedents and relevant information
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.
- Proficiency in Microsoft office software and applications.
- High level of discretion and professionalism when handling confidential information.
- Adaptability to fast paced environment.
Interested candidates please send your CV to [email protected]
EA Reg Number: 12C5083
EA License Number: R2198039
