Japanese speaking Executive Assistant to Chief Executive Officer
Singapore
Listed on 2026-02-15
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration
- 1 day Work from home + AWS + Variable Bonus provided
- Working
Location:
Changi (nearest MRT: Expo)
A leading logistics company is seeking an Executive Assistant (Japanese speaking) to handle administrative tasks, communication management, and strategic coordination. The successful candidate will serve as a key support to the President and Chief International Business Officer (CIBO) supporting CIBO and CIBO team and ensuring the smooth operation of the executive office. You will supervise 1 administrative staff member who will support you with various administrative tasks.
You will report to the CIBO and Chief of Staff, enabling the CIBO team to focus on high level leadership and Strategic functions.
- Coordinate CIBO’s daily schedule, including meetings and appointments.
- 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.
- Keep CIBO’s calendar updated through Microsoft Outlook.
- 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. To ensure timely communication and preparation with all relevant parties.
- Organize and manage company level events and functions. Ensure events are planned according to timeline and schedule. This includes booking of meeting venues, accommodation, and communication with invited participants and/or guests.
- Manage, reconcile, and verify CIBO and team’s travel and entertainment expenses with accordance to company’s business expense policy. This includes preparation of travel application, claims, and related forms.
- 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.
- Other jobs and tasks required by CIBO and/or CoS.
- Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
- Excellent organizational and time management skills.
- Strong communication skills (both written and verbal) in English and Japanese language for communication with Japan HQ and counterparts
- Proficiency in office software (e.g., Microsoft Office suite of applications).
- High level of discretion and professionalism when handling confidential information. Adaptability to fast paced environment.
- Exposure to international business operations or working environment is added advantage
Interested applicants, please send your resume to Tiffany Koh (R1104633) with email subject header "Job Application for Executive Assistant (Japanese speaking)- TK".
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