Admin Executive & Secretary

Job Description

• Answering mainline telephone calls and front door

• Arrange all international and local courier services for the company

• Arrange flight bookings, travel insurance and visas, hotel booking and wifi rental for staff business trips

• Coordinate company mobile phone assignment, usage monitoring, and inventory control.

• Support internal office operations, facilities coordination, and handling of company correspondence and letters.

• Verifying admin related invoices and company credit card receipts

• Managing and ordering office supplies and equipment

• Liaising with building management and office vendors

• Manage overseas guests Hotel bookings, Refreshments, restaurant reservations

• Arrange coffee learning sessions, charity/volunteer activities, and other employee events and initiatives.

• Publish the divisional newsletter SGBU Journal and contribute articles to the company-wide newsletter Loop.

• Coordinate ESG/sustainability reporting and initiatives within the division, including data collection from company representatives, managing SGBU committee meetings, and organizing plastic bottle recycling with local pre-schools.

• Support the CEO by preparing presentation materials for the Sustainability Committee

• Support the smooth implementation and company-wide compliance of internal policies, regulatory requirements, all audits, and governance procedures.

• Supporting CEO and MD with business travel and expense claims.

• Personal Assistance to Managing Director and CEO, updating the calendar and Schedule reminders

• Handle documentation and coordination of tenancy agreements and housing matters for senior management

• Support senior management with ad-hoc administrative tasks

Requirements

• Diploma or higher in Business Administration or related field

• 3 years of experience in administrative or secretarial support role

• Strong organizational and coordination skills

• Excellent communication skills to interact with people from all levels. Candidates proficient in Japanese language will be advantageous

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

• Ability to manage multiple priorities and work under minimal supervision

• High level of integrity in handling confidential information

• Detail-oriented with strong follow-up skills