Executive Assistant & Secretary

Our client is a one of the renowned Japanese leading MNC firm dealing with elevators.
They are looking for Executive Assistant and Secretary to support the Japanese MD at Singapore office.

We are currently looking for a Executive Assistant & Secretary to:

Handle Secretarial duties for MD and other Japanese expats and support usual admin work:
1. Secretary to the Managing Director (MD):
• Arrange internal and external appointments and meetings.
• Logistics support for meetings, conference calls & events, including but not limited to tracking of participants’ attendance, booking of rooms, TV conference connection and printing of materials.
• Keep and input of appointment and meetings into MD’s scheduler/diary. Facilitate, prioritise and manage MD’s calendar/ schedules to ensure arrangements and activities are as planned.
• Arrange transport for MD, including coordinating MD’s schedule with MD’s Driver.
• Provide travel support including booking of air tickets, travel claims, business trip expenditure claims, maintain travel records, preparing itineraries and managing meeting schedules & appointments for overseas trips.
• Co-ordinate with overseas affiliated companies on MD’s appointments, schedule, and overseas business trips such as arrangement of hotel and transport.
• Arrange MD’s local and overseas expenditure claims.
• Arrange and book lunch/dinner venues and menu.
• Handle the transportation arrangement like Company drivers and car fleets.
• Screen incoming calls.
• Handle visiting guests for MD, including scheduling in Singapore.
• Establish, revise and maintain efficient filing systems.
• Other ad-hoc duties assigned by the MD and other Japanese expats.

Our client needs someone with the following skills:

• At least Diploma with min 5-7 years of secretarial experience in MNC firms.
• Experience in admin duties is advantage.
• Conversant in Japanese language or experience working in Japanese firm is an advantage so as to liaise with the Japanese counterparts and senior expats.
• Hands- on experience on MS office.
• Can-do attitude, flexible with the willingness to learn and willingness to work hard.