Executive Assistant, Chief International Business Office

4 weeks ago

Singapore LOGISTEED ASIA-PACIFIC PTE. LTD. Full time
Roles & Responsibilities

The Executive Assistant to the President of LOGISTEED International and Chief International Business Officer (hereinafter referred to as “CIBO”) plays a crucial role in supporting CIBO and CIBO team and ensuring the smooth operation of the executive office. This position involves a combination of administrative tasks, communication management, and strategic coordination. The successful candidate will report to the CIBO and his Chief of Staff (“CoS”), enabling CIBO team to focus on high-level leadership and strategic functions.


Job Description:

  • 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.
  • 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 LOGISTEED Ltd 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

Job 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.
  • Proficiency in Microsoft office software and applications.
  • High level of discretion and professionalism when handling confidential information.
  • Adaptability to fast paced environment.

Tell employers what skills you have

Outlook
Executive Calendar Management
Microsoft PowerPoint
Calendar Management
Microsoft Office
Japanese to English Translation
International Business
Japanese Language
Travel Arrangements
Booking travel
Adaptability
Communication Skills
Administrative Support
Arranging visa
Japanese

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