Executive Secretary

Job Responsibilities

• Provide full secretarial support to the Chief Regional Officer (CRO) and (GM) of Singapore Branch in his daily duties and affairs.
• Maintain and update CRO/GM’s calendar to ensure good time management on scheduling of meetings, conferences and any other business/personal appointments.
• Manage business travel support such as arrangement of flights and accommodation bookings, airport transfer, visa documentations and planning of travel itinerary in accordance business meetings schedule etc.
• Manage the accounting documentations for the Executive Management but not limited to, handling payment processing, expense calculation, preparing payment disbursements via the accounting system and record keeping of payment/receipt transactions.
• Provide administrative and logistics support such as arrangement of transportation, accommodation, restaurant or office meeting room booking.
• Support to receive guests and arrange for business lunches/dinners or any other related logistics matters.
• Maintain good relationship with internal/external stakeholders at all levels for effective communications; including closely liaise with company drivers to coordinate for Management’s daily transportation matters.
• Manage department assets and office miscellaneous items for the Management’s Office.
• Maintenance of CRO/GM’s residence, including managing possible faults within the residential premise such as changing of worn-out lightings or water leakages etc., as well as communicate regularly with the domestic helper.
• Provide support to maintain the administrative documentations system for the Management such as record keeping of confidential/important documents etc., handle any sensitive and confidential information with utmost professionalism and discretion.
• Any other ad-hoc administrative tasks to be assigned.

Job Requirements

• Minimum Bachelor’s Degree in Business Administration or equivalent
• Minimum 5 years of working experience in secretarial/Executive Assistant role to the Executive Management
• High proficiency in English language and Japanese language (JLPT Level N1 or ability to speak, read and write at business level) to communicate effectively through phone calls, emails and/or meetings with the head offices in Tokyo, as well as both local and expatriate staff in the branch offices and subsidiary companies.
• Proficient in MS Office applications and accounting systems such as SAP preferred
• Proactively support CRO/GM in his daily business activities without disruption.
• Maintain good relationships with all employees, and work cooperatively as a cornerstone of all departments
• Fully understand the confidentiality of information obtained in the course of work and strictly observe confidentiality
• Effective listening, communication, and interpersonal skills
• Excellent verbal and written communication skills
• Excellent time management skills with a proven ability to meet deadlines
• Ability to multitask and function well in high-paced and at times stressful environment;
• Extensive knowledge of office administration, clerical procedures

Others information:

• Working days: Monday to Friday
• Flexible working hour and hybrid mode
• Permanent role

Alternatively, you may send your application and resume in MS Words format to [email protected]

**We regret to inform that only shortlisted candidates would be notified. By submitting your personal data and/or resume, you give consent to collection, use and disclosure of your personal data and/or resume by the company (or its agent) for the purpose of the processing and administration by company relating to this job application.

Shirley Pamela Awah
Registration Number: R2196979
EA License No: 13C6730 (MCI Consulting Pte Ltd)