Corporate Secretary

Job Summary

Provide high-trust executive support to the Managing Director, ensuring seamless travel logistics, meeting orchestration, VIP/guest liaison, and compliant administration for expatriate matters—including monthly payroll coordination for Japanese expatriates, Employment Pass (EP) applications, housing arrangements, and repatriation while upholding the highest standards of confidentiality, integrity, and ethical conduct in handling company information and systems. 

Responsibilities

Executive Support, Travel & Expenses

• Plan, book, and reconcile air tickets, hotels, and ground transport for the Managing Director and authorized leadership, optimizing cost, itinerary reliability, and policy compliance
• Prepare and submit expense claims and memberships with accurate receipts, track approvals, and coordinate with Finance for timely disbursement
• Maintain forward visibility of travel calendars, visas, and insurance; provide contingency options for travel changes or disruptions

Meetings, Agenda & KPI Cadence

• Orchestrate monthly KPI meetings by confirming agendas, consolidating pre-reads, recording minutes, and tracking actions to closure; maintain a secure archive of meeting materials
• Support the Managing Director’s leadership rhythm by preparing briefing notes and follow-up trackers, ensuring sensitive performance data is stored and shared per policy
• Serve as the primary guest liaison for visiting executives, customers, and partners by coordinating agendas, site access, protocol, and communications consistent with corporate guidelines
• Enforce “No-Gift” rules with external parties during visits and meetings

Expatriate Payroll (Japanese Expats) & Employment Pass (EP) & Work Pass Life Cycle

Coordinate monthly payroll inputs for Japanese expatriates including allowances, benefits-in-kind, and deductions; collaborate with HR and Finance to ensure accuracy, timely processing, and compliance with statutory requirements and internal controls

• Safeguard expatriate payroll records and approvals; ensure segregation of duties and role-based access within HCM/HRIS systems
• Prepare, submit, and track Employment Pass (EP) applications, renewals, and cancellations; coordinate medical examinations, issuance, and recordkeeping in compliance with MOM regulations and company procedures
• Execute repatriation arrangements at contract end or termination, including tickets, cancellations, and timelines per Employee Handbook

Housing & Relocation Support (Expatriates)

• Arrange and administer housing and tenancy matters for expatriates, including shortlisting, contracts, and moving logistics, ensuring alignment with budget approvals and compliance requirements; securely retain documentation.

Records, Policy Compliance & Internal Controls

• Maintain organized, audit-ready digital and physical files for travel, immigration, payroll, and meetings; ensure retention, classification, and secure disposal per policy
• Ensure all work, documentation, and processes comply fully with statutory requirements under the Singapore Employment Act, Income Tax Act, and other applicable labor and tax regulations
• Report all external discussions and meetings concerning statutory matters such as taxation, employment regulations, or directives from Japan Headquarters to the Managing Director and Deputy Managing Directors
• Apply the Code of Conduct, Information Security Policy, and Corporate Communications standards to all dealings; proactively identify and report risks and non-compliance
• Ensure all records and documentation are fully accessible to Head of Finance, Head of HCM, Corporate Management Director, Japan HQ, Company Auditors, and Managing Director upon request

Qualifications & Experience 

• 7+ years of executive assistant/company experience in a multinational or complex operating environment. 

• Proven expertise in travel operations, expense administration, and meeting governance. 

• Hands‑on experience with EP/work pass processes and expatriate support in Singapore; familiarity with MOM and IRAS touchpoints. 

• Working knowledge of payroll coordination and HRIS/HCM; strong controls mindset (segregation of duties; audit readiness). 

• High discretion, professional judgment, and cross‑cultural communication; Japanese language proficiency is an advantage (for expatriate liaison). 

Skills & Competencies 

• Precision in documentation and policy adherence. 

• Stakeholder management with Finance, HR, and external agencies; resilience under time pressure. 

• Data stewardship: secure handling of records, minimal privilege, and proper retention.