Purpose of Position
The Secretary is responsible for supporting C-Suites’ in his/her daily duties and affairs related to managing the company and provide support for administrative matters of the company.
Responsibilities
1. Secretarial Support (80%)
· Assist to maximize C-Suites’ working calendar to ensure good time management
· Including business travel and meeting arrangements within recommended safety parameters, etc.
· Manage C-Suites’ work-related documents for relevant endorsement and/or filing
· Including arrangements for travel related documents, business registration documents, etc.
· Organize and arrange business lunches, dinners, offsite meetings with business associates
· Arrange travel and accommodations
· Welcome C-Suites’ guests by greeting them, and direct them to appropriate place
· Assist and support C-Suites’ guests from overseas for their logistics, accommodations, and setting meeting schedule.
· Manage C-Suites’ incoming and outgoing documents effectively
· Manage corporate driver and vehicle to ensure that they are available at all reasonable times
· Support other secretary when s/he is absent, not available, or need support (especially when s/he needs support)
· Handle confidential documents ensuring they remain secure
· Perform other ad-hoc duties as assigned
2. Administrative Support (20%)
· Organize and arrange business lunches, dinners, offsite meetings with business associates
· Manage documents– orderly filing of physical documents and archiving of soft copy documents
· Book shared resources e.g. meeting rooms and company cars for meetings
· Submission of IT workflow request, name card for newcomer and any system support request.
Other miscellaneous administrative support / ad-hoc tasks
EXPERIENCE
· At least a diploma in business management, business administration or equivalent
· Experience: 2 years of experiences in corporate support and/or general administration
KNOWLEDGE, SKILLS AND ABILITIES
· Advance knowledge in corporate secretarial support
· Advance knowledge in general administration and operational
· Proficiency in Japanese to liaise with Mitsubishi Corp in Tokyo
· In-depth understanding of communication methods and tactics to ensure effective communication both in English and Japanese
· Basic use of IT equipment and tools, such as E-mail (Outlook) and internet functions
· Advance knowledge of administrative software including word processing, EXCEL spreadsheets and presentation
· An understanding of the economic, cultural, and political environment that the company may confront
PERSONAL ATTRIBUTES
· Meticulous and organized with excellent administrative skills
· Basic analytical and problem-solving skills
· Effective written, verbal and listening communications skills
· Teambuilding, stress, and time management skills
· Required to prioritize as there will be multiple tasks at once and complete the tasks on time.
· Required to manage tasks effectively while being interrupted frequently to meet the needs and requests of officers and employees
· Sometime will need to work beyond the company’s regular operational hours
ENVIRONMENT / WORK CONDITIONS
· Working Hours are from 9am – 5:45pm
