Administrative Coordinator Role

Senior Administrative Coordinator

We are seeking a highly skilled professional to join our team as a Senior Administrative Coordinator. The successful candidate will play a vital role in supporting the Managing Director (MD) by providing exceptional administrative support and coordination services.

• Schedule and Calendar Management: Coordinate the MD's schedules, projects, meetings, and act as a gatekeeper to ensure they can focus on high-priority tasks.
• Communication Management: Handle email correspondence, meeting coordination, and calendar management for the MD.
• Travel Management: Arrange comprehensive travel itineraries for the MD using Company Travel & Expense Platform, including business trip coordination and determining necessary arrangements.
• Document Management: Draft, edit, and proof documents for announcements from the MD's office, including emails, memos, and official communications.
• Stakeholder Coordination: Coordinate with relevant divisions to support the MD's choices in greeting card design for customers and business partners during festive periods.
• Information Security: Maintain business documents related to the MD's office and ensure sensitive information is securely stored or destroyed for privacy and confidentiality.
• Maintenance of company Club Membership (Golf), including renewals, bookings, etc.
• Personal Support: Provide support for the MD's personal matters, where required (condo facility issues, travel schedule changes during nights or weekends, etc.).
• Regional Meetings: Coordinate regional meetings on behalf of the MD.
• Logistics Coordination: Plan logistical requirements for events, including food and beverage, meeting room setup, and reservations.
• Guest Relations: Draft invitation letters/emails to overseas guests visiting Singapore; prepare company letters for regional staff on business trips.
• Event Support: Support as a member of the 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 the MD's beverage preferences and schedule with tea service staff for morning and afternoon service (tea/coffee), regularly checking for preference changes.
• MD'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 MD and expats' passports in company shared folders.
• 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 the MD.
• Driver Support: Support and coordinate the MD'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.

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

This is an excellent opportunity for a professional to develop their skills and advance their career in a dynamic and challenging environment.

The successful candidate will have the opportunity to work in a fast-paced and dynamic environment, developing their skills and advancing their career. The role offers a range of benefits, including:

• Opportunity to work with a senior executive
• Chance to develop skills in administration, communication, and event management
• Collaborative and supportive team environment
• Professional development opportunities

We offer a competitive salary package and a range of benefits to support your health, wellbeing, and career development.