CEO Secretary

At Hot Palette (Asia Pacific) Pte. Ltd, we proudly operate and grow the beloved Pepper Lunch brand worldwide. As one of Asia’s fastest-growing fast-casual brands with over 550 outlets globally, our sizzling hotplates, bold flavours, and DIY dining concept have won the hearts of millions.

We’re looking for a reliable and detail-oriented CEO Secretary to provide administrative and personal support to CEO. This role sits within the Corporate Planning team and acts as a key coordination point between the CEO, senior management and cross-functional team to ensure the CEO’s time is optimized and strategic priorities are effectively executed.

What you’ll be doing

1. Executive Administrative Support

• Manage and maintain the CEO’s calendar, including internal/external meetings and key priorities
• Coordinate and organize meetings, including agenda preparation, materials, and minutes-taking
• Prepare reports, presentations, and briefing materials for management meetings
• Monitor and follow up on action items to ensure timely completion
• Act as the primary liaison between the CEO and internal/external stakeholder

2. Corporate Planning Support

• Assist in coordinating company-wide meetings (e.g., management meetings, board-level discussions) in line with strategic objectives
• Support tracking of KPIs, action plans, and corporate projects where required
• Consolidate information and prepare summaries for decision-making

3. Travel & Logistics Management

• Arrange business travel, accommodation, and itineraries for the CEO
• Coordinate logistics for meetings, events, and leadership engagements
• Manage expense claims and documentation

What we are looking for

• 3–7 years of experience as Executive Assistant, Secretary, or PA supporting senior leadership
• Experience supporting C-suite or regional leadership is highly preferred
• Excellent organizational and time management skills
• Strong English communication skills (written & verbal)
• Proficiency in Japanese is highly valued as this position will work closely with stakeholders in Japan
• High level of discretion and professionalism
• Ability to multitask and prioritize in a fast-paced environment
• Strong attention to detail and problem-solving capability
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook)