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Personal Assistant to Managing Director
2 weeks ago
Providing secretarial support
- Obtaining and organizing information for use in conferences, speeches and reports as requested by MD;
- Editing, proofing, formatting, document design/production, form filling and data entry;
- Scheduling/coordinating meetings, schedules, travel arrangements, travel & expense claims
- Receiving/relying phone messages from internal and external sources, managing the time/interaction MD with internal and external sources
- Handling confidential business and personnel information
KEY TASKS:
1. Providing Secretarial Support to MD
- Coordinate MD's schedules, projects, meetings, acting as gatekeeper to ensure MD can focus on highest priority work
- Travel management for MD with Company Travel & Expense Platform
- Coordinate with relevant division in supporting MD's choice in greeting cards design to customers, business partners during festive periods.
- Maintain business documents related to MD's office and ensure sensitive information are securely stored or destroyed for privacy and confidentiality.
- Maintain MD's company Club Membership(Golf), including renewals, bookings, etc.
- Provide support to MD's personal matters, where required (condo facility breakdown, travel schedule changes during the nights or weekends, etc.)
2.Event / Project Planning
- Coordinate regional meetings on behalf of MD
- Plan logístical requirements for event (food and beverage, meeting room setup,reservations, etc)
- Support as member of committee for adhoc events, such as company Dinner and Dance, etc
3.General Admin
- Liaise and arrange MD's beverage preferences and schedule with tea lady
- Maintain updated MD and expats' passports in company shared folder
- Collate relevant mails to send out to Global HQ via DHL once a week or more depending on urgency of matter
- Consolidate invoices, claims and other mail and arrange to be sent to Corporate Division office in Singapore
- Update Gift Declaration Form on behalf of MD
REQUIREMENTS:
- At least 2 years ofsecretarial / PA experience
- Expected to work independently
- Able to read, write and converse in Japanese to assist MD in preparing and coordinating communications and meetings with internal and external Japanese sources, especially from Global HQ (for nonnative speaker should at least possess JLPT N2)
- Excellent planning and organization skills
- High initiative, adaptable and versatile
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