Our Client:
Our client is one of the top Freight Forwarding companies in Japan. They are looking for an Executive Assistant to join their Singapore office. You will be reporting to Chief International Business Officer as well as the Chief of Staff to ensure smooth operation of the executive office.
The Responsibilities:
• Coordinate daily schedule of the Chief International Business Office (CIBO)
• 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
• 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.
• Organize and manage company level events and functions. Ensure events are planned according to timeline and schedule
• Manage, reconcile, and verify CIBO and team’s travel and entertainment expenses with accordance to company’s business expense policy
• 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
応募条件
The Requirements:
• Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Communicate in English and Japanese at business level to smoothly communicate with Japanese Native Stakeholders
• Proficiency in Microsoft office software and applications
• High level of discretion and professionalism when handling confidential information
• Adaptability to fast paced environment
RGF Privacy Policy – https://www.singapore.rgf-professional.com/privacy-policy
Disclaimer: The Company complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of their age, race, religion, nationality, marital status, or family responsibilities. A more detailed discussion of the TGFEP is available on the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) website at https://www.tal.sg/tafep.
JO Reference: 107627
Our Client: Our client is one of the top Japanese companies in the Construction industry. They are looking for an Admin Executive to join their Singapore Office. Proficiency in Japanese language to smoothly and effectively communicate and present to Japanese Native Stakeholders and Customers The Responsibilities: • Provide the general day-to-day administration functions and duties • Arrange/coordinate appointments and bookings for meetings and company car use • Administrative support to executives and expatriate staff for housing matters and travel arrangements (Hotel/flight booking) • Administration of Work Pass (EP, S Pass, and DP) & Income Tax related matters • National Immunization Registry filing (Employee's children under 12 years) • Japan Embassy (Marriage / Birth certificates translation) for DP application • Administration of internship or WHP (New application) for Overseas students • Business trip coordination (e.g., flight and hotel bookings, VISA applications) • Manage office supplies and factory inventory by working with the factory management and finance department • Monitor contracts (facilities, housing, membership, subscriptions, service providers, and suppliers), signal contract expiry, and prepare quotes • Local logistics and organization support and arrangements • Keeps management informed through written and verbal reports (summarising information and identifying trends) • Backend support for special projects and events • Any other ad-hoc duties assigned The Requirements: • Minimum Diploma/ Degree in Business administration or related courses • Minimum 5 years of experience in general administration, planning and administering executive services. • Japanese-Language Proficiency Test [JLPT] certification is preferred as this role requires liaising frequently with Japanese internal and headquarters stakeholders in Japan • Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.) • Excellent communication skills, Multi-tasking, and time management skills • Having experience in accounting, Google Functions, and system automation is preferable RGF Privacy Policy – https://www.singapore.rgf-professional.com/privacy-policy Disclaimer: The Company complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of their age, race, religion, nationality, marital status, or family responsibilities. A more detailed discussion of the TGFEP is available on the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) website at https://www.tal.sg/tafep. JO Reference: 113174
Our Client: Our client is a leading Power and Energy Solutions company, headquartered in Japan. They are actively looking for a Project Administrator cum Documentation Control (2 Year Contract) to join their team in Singapore. The Responsibilities: Site Administration Work • Arrange technical advisors/supervisors’ logistics and including travel arrangements and control of visas, permits etc • Arrange technical advisors/supervisors’ accommodation • Check Inward/Outward remittance and update the status for HQ • Management of office supplies such as Personal Protective Equipment • Support setting up IT devices for technical advisors/supervisors with guidance of IT Department • Assistant of the coordination with construction partners Document Control Work • Organize and manage drawings at the site office • Coordinate Overage, Shortage and Damage (“OSD”) goods with construction partner and monitor the status in the headquarter in Japan. • Organize and manage other miscellaneous documents on site such as additional construction instructions, time sheets, daily work reports, procurement requisitions, etc • Support organizing and managing installation records, witness test time management, etc. (Assistant for on-site QAQC work in term of document control.) The Requirements: • Ideally, full spectrum of both sides of Project Admin and Doc. Control. • Good solid experience in project admin is most important • Candidate should be good with coordinations, follow-throughs and understanding, patience with several stakeholders in project sites • Stable, multi-tasking, knows how to manage the stakeholders in project and site teams, with warm and balanced, customer-oriented personality RGF Privacy Policy – https://www.singapore.rgf-professional.com/privacy-policy Disclaimer: The Company complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of their age, race, religion, nationality, marital status, or family responsibilities. A more detailed discussion of the TGFEP is available on the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) website at https://www.tal.sg/tafep. JO Reference: 113074
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Our Client: Our client is one of the largest Japanese Trading companies, known for various products as well as business investment regionally. The Responsibilities: • Provide full secretarial support to the Chief Regional Officer (CRO)/General Manager (GM) in daily duties and affairs, in relation to managing the Branch Offices and subsidiaries in the Asia-Oceania region • 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 etc. for regional internal and external business functions/events • 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 • 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 The Requirements: • Minimum Bachelor’s Degree in Business Administration or equivalent • Minimum 5 years of working experience in Secretarial/Executive Assistant role • Proficiency in Japanese language to communicate effectively 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 SAP accounting systems RGF Privacy Policy – https://www.singapore.rgf-professional.com/privacy-policy Disclaimer: The Company complies with the Tripartite Guidelines on Fair Employment Practices (TGFEP), including the prevailing guidelines on recruitment. All qualified applicants will be considered for the position regardless of their age, race, religion, nationality, marital status, or family responsibilities. A more detailed discussion of the TGFEP is available on the Tripartite Alliance for Fair and Progressive Employment Practices (TAFEP) website at https://www.tal.sg/tafep. JO Reference: 106170
