A leading logistics company is seeking an Executive Assistant to handle administrative tasks, communication, and strategic coordination. The successful candidate will serve as a key support to the Chief International Business Officer (CIBO), functioning as a secretarial and personal assistant.
- Coordinate CIBO’s daily schedule, including meetings and appointments.
- 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.
- Keep CIBO’s calendar updated through Microsoft Outlook.
- 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. 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 CIBO and team’s travel and entertainment expenses with accordance to company’s business expense policy. This includes preparation of travel application, claims, and related forms.
- 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.
- Other jobs and tasks required by CIBO and/or CoS.
- Liaise closely with Secretary from other countries
■Job Requirements：
- Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
- Excellent organizational and time management skills.
- Strong communication skills (both written and verbal) in English and Japanese.
- Proficiency in office software (e.g., Microsoft Office suite of applications).
- High level of discretion and professionalism when handling confidential information. Adaptability to fast paced environment.
Interested applicants, please send your resume to Tiffany (R1104633) with email subject header "Job Application for Executive Assistant (Japanese speaking) - TK " .
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Pasona Singapore Pte Ltd
EA License No:90C4069
R1104633
Koh Jia Wen
