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Personal Assistant to Managing Director

2 weeks ago

Singapore FUJIFILM ASIA PACIFIC PTE. LTD. Full time

The Personal Assistant work is focused on supporting the MD, in day-to-day activities including:
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 non-native speaker should at least possess JLPT N2)
- Excellent planning and organization skills
- High initiative, adaptable and versatile