Executive Assistant to Director (Japanese-Speaking)

Our client is seeking a Executive Assistant to Director (Japanese-Speaking) to join their team!

About Our Client

With a commitment to professional development and a collaborative work culture, they offer an ideal setting for ambitious professionals to thrive.

• Calendar & Schedule Management — Oversee the Director's calendar, meetings, reservations, and appointments with precision to ensure priorities are consistently met.
• Meeting Coordination — Manage end-to-end logistics for internal and external meetings, including venue booking, technology set-up, agenda preparation, and minute-taking.
• Documentation & Reporting — Prepare well-crafted briefing notes, presentations, research materials, and reports that keep the Director informed and ready for every engagement.
• Correspondence Management — Handle email and correspondence on behalf of the Director in a professional and timely manner.
• Travel Arrangements — Organise comprehensive travel plans including flights, accommodation, itineraries, and contingency measures to ensure seamless trips.
• Filing & Records Management — Maintain organised physical and electronic filing systems that ensure ease of retrieval, accuracy, and absolute confidentiality.
• Project & Task Tracking — Monitor projects, deadlines, and follow-up actions to ensure all items are completed promptly and nothing falls through the cracks.
• Cross-functional Collaboration — Partner with various departments to coordinate office operations, team events, and board meetings effectively.
• Personal & Ad-hoc Support — Provide flexible support for professional or personal matters delegated by the Director, including special projects and corporate protocol monitoring.
• HR Issue Coordination — Assist the Director in addressing and resolving HR-related issues as they arise with discretion and professionalism.
• SOP Monitoring — Track and report on the rollout of new standard operating procedures across departments such as Accounting, Tax, and Corporate Secretarial teams to support continuous operational improvement.
• KPI & Goals Visibility — Monitor managers' assigned tasks, goals, and KPIs, providing the Director with regular and clear updates.
• Stakeholder Communication — Serve as a professional primary point of contact for internal and external stakeholders, ensuring effective coordination across teams and vendors.

• Relevant Experience — A minimum of 3-5 years of experience in a Personal Assistant role supporting senior management or C-suite executives demonstrates the depth of expertise this role calls for.
• Japanese Proficiency — Business level Japanese Language (JLPT N1) as the role involves liaising with Japanese-speaking stakeholders and producing professional correspondence.
• Technical Proficiency — Solid command of Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook) as well as productivity and scheduling tools such as Google Calendar, Zoom, and travel booking platforms.
• Discretion & Integrity — A high degree of professionalism, confidentiality, and integrity is fundamental when handling sensitive information and executive-level matters.
• Flexibility & Adaptability — The ability to manage urgent tasks beyond office hours when required and remain versatile in a fast-paced, high-growth environment.
• Organisational Excellence — Strong organisational, time management, and multitasking skills are key to keeping operations running smoothly.
• Ownership Mindset — A strong sense of accountability and responsibility, taking full ownership of tasks from start to finish.
• Proactive & Solutions-Oriented — A resourceful, forward-thinking approach to anticipating needs and resolving challenges before they escalate.

Other Information:

• Working Day: Mon to Fri, 930am-6pm
• Location: Robinson Road, Raffles Place
• Salary: $5000 - $7000

How to apply

Ready to join this role? Click Apply now to submit your resume and share your availability and expected salary with us!

We welcome applications from all qualified candidates, regardless of experience or background.

All information received will be kept strictly confidential and will be used only for employment-related purposes.

Jobs DB Singapore Pte Ltd | 24C2640

Low Jia Yi | R25127265

#SmartHire