Support Professional for Senior Leadership

Personal Support Specialist for Senior Executive

The role of a Personal Support Specialist is to provide high-level support to the senior executive. The successful candidate will be responsible for coordinating schedules, projects, and meetings, as well as handling email correspondence and travel arrangements.

• Schedule and Calendar Management: Coordinate senior executive's schedules, projects, and meetings, ensuring timely completion and effective use of time.
• Communication management: Handle email correspondence, meeting coordination, and calendar management for senior executive.
• Travel management: Arrange comprehensive travel itineraries for senior executive using Company Travel & Expense Platform including business trip coordination and determining necessary arrangements.
• Document management: Draft, edit, and proof documents for announcement from senior executive's office including emails, memos, and official communications.
• Stakeholder Coordination: Coordinate with relevant division to support senior executive's choice in greeting cards design for customers, and business partners during festive periods.
• Information Security: Maintain business documents related to senior executive's office and ensure sensitive information is securely stored or destroyed for privacy and confidentiality.
• Membership Management:
• Maintain senior executive's company Club Membership (Golf), including renewals, bookings, etc.
• Personal support: Provide support for senior executive's personal matters, where required (condo facility issues, travel schedule changes during nights or weekends, etc.).
• Regional meetings: Coordinate regional meetings on behalf of senior executive.
• Logistics Coordination: Plan logistical requirements for events including food and beverage, meeting room setup, and reservations.
• Guest Relations: Drafting invitation letters / emails to overseas guests visiting Singapore; prepare company letters for regional staff on business trips.
• Event support: Support as member of committee for ad hoc events, such as company Dinner and Dance, etc.
• Cross-functional projects: Support assigned to cross-functional business projects in marketing, sales or corporate communications capacity.
• Daily services: Liaise and arrange senior executive's beverage preferences and schedule with tea service staff for morning and afternoon service (tea/coffee), regularly checking for preference change.
• Senior executive's Accommodation Facility Maintenance: Coordinate regular air conditioner maintenance, property viewings, and repairs.
• Card Management: Handle MBC Access Card issuance and management.
• Document Management: Maintain updated senior executive and expats' passports in company shared folder.
• Mail Coordination: Collate relevant mails to send out to Global HQ via DHL once a week or more depending on urgency of matter.
• Invoice Processing: Consolidate invoices, claims and other mail for transmission to Corporate Division office in Singapore.
• Compliance Support: Update Gift Declaration Form on behalf of senior executive.
• Driver Support: Support and coordinate senior executive's drivers' travel & expense claims and leave matters.
• Expat Support: Provide support for Japanese Expat matters when required.
• HR Support: Support HR Admin team with administrative functions as needed.

Job Requirements:

• Degree in Business Administration, Communications, or related field.
• Additional certification in Office Administration or Executive Assistant programs preferred.
• Minimum 5-7 years of executive assistant or personal assistant experience.
• Experience supporting C-suite executives in Japanese multinational corporations preferred.
• Experience in Japanese corporate environment or with Japanese business practices highly advantageous.
• Previous experience in administrative support roles within Asia Pacific regional offices preferred.
• Proficiency in Japanese is required due to the need to reply to emails in Japanese.

Why Join Our Team:

We are committed to providing a supportive work environment that allows our employees to grow and develop their careers. If you are a motivated and experienced professional looking for a new challenge, we encourage you to apply for this exciting opportunity.