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
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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 well-established Energy Trading companies in Japan. They are currently looking for an Executive Secretary (6 months Contract), Japanese speaking to support the Chief Development Officer and other Japanese native stakeholders. The Responsibilities: 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 • Welcome, 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 • Handle confidential documents ensuring they remain secure • Perform other ad-hoc duties as assigned 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 The Requirements: • Minimum Diploma in business management, business administration or equivalent • At least 2 years of experiences in corporate support and/or general administration • Strong proficiency in Japanese language to liaise with Japanese Natives and Japan HQ • PC Literate in using Microsoft Office and other internet functions • Possess excellent multitasking, communication and problem-solving skills 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: 111644
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
