Personal Assistant to CEO

22 hours ago

Singapore U3 InfoTech Pte Ltd Full time $40,000 - $80,000 per year

Job Summary:

The incumbent will provide comprehensive executive, administrative, and sales support to ensure smooth business operations and enhance the CEO's productivity and efficiency. This role involves multitasking across executive assistance, sales administration, and marketing coordination, requiring strong organizational, communication, and language skills.

Key Responsibilities

1. Personal Assistant to CEO (40%)

  • Manage the CEO's calendar, appointments, meetings, and travel arrangements.
  • Provide high-level administrative, coordination, and project support to ensure the CEO's effectiveness in strategic, operational, and client-facing responsibilities.
  • Act as a bridge between the CEO, internal departments, and external stakeholders (suppliers, consultants, project partners, and clients).
  • Serve as the primary liaison with Japanese principals and business partners, ensuring smooth and accurate communication between them and the CEO.
  • Translate meeting minutes, contracts, and commercial documents when required, ensuring accuracy and confidentiality.
  • Organise and attend Board of Directors (BOD) meetings, prepare documents, take meeting notes, and write minutes.
  • Handle confidential documents and company information with discretion and professionalism.

2. Sales Administration (50%)

  • Support the sales department with administrative tasks including preparing quotations, tenders, and related documentation.
  • Receive, verify, and process orders through coordination with internal departments.
  • Prepare marketing and sales presentation materials and samples.
  • Maintain and update sales and customer records, distributor agreements, and other documentation.
  • Compile monthly sales reports and track performance metrics.
  • Channel customer feedback to relevant departments for follow-up.
  • Stay updated on new products, features, and market developments.

3. Marketing Activities (10%)

  • Assist in planning and monitoring marketing activities to be executed by the Marketing Executive.
  • Support event coordination, promotional campaigns, and branding initiatives where required.

4. Other Duties

  • Perform other ad-hoc assignments as directed by the CEO or management.

Requirements

  • Diploma in Marketing, Business Administration, or Architecture.
  • Relevant years of experience in a similar capacity.
  • Familiarity with sales reporting, documentation, and CRM systems.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint).
  • Excellent organisational and multitasking abilities.
  • Strong written and verbal communication skills in both English and Japanese to facilitate translation and correspondence with Japanese headquarters and clients.
  • Exceptional interpersonal and customer service skills.
  • Self-motivated, detail-oriented, and able to thrive in a fast-paced, results-driven environment.

Please refer to U3's Privacy Notice for Job Applicants/Seekers at When you apply, you voluntarily consent to the collection, use and disclosure of your personal data for recruitment/employment and related purposes.

Job Types: Full-time, Permanent

Pay: $3, $4,000.00 per month

Work Location: In person

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