We are seeking a highly organized and detail-oriented Administrative Executive to support the Deputy General Manager (Administration) in managing administrative functions and cross-border coordination. The ideal candidate is fluent in both Japanese and English, possesses strong interpersonal and communication skills, and is capable of working independently in a dynamic, multi-cultural environment.
Key Responsibilities:
- Assist the Deputy General Manager (Admin) in planning, coordinating, and executing administrative projects and initiatives.
- Monitor project timelines, track deliverables, and follow up on outstanding action items to ensure timely completion.
- Collect, analyze, and compile data for reports, presentations, and internal documentation.
- Provide full-spectrum administrative support, including handling ad hoc tasks and assignments from the Deputy GM.
- Coordinate travel arrangements for business travellers, including flight and hotel bookings, scheduling meetings, and making dining reservations.
- Support Japan-based employees relocating to Singapore by:
- Preparing and organizing documentation for work pass applications.
- Assisting with internal administrative submissions.
- Guiding employees through local living arrangements and onboarding procedures.
- Serve as a point of contact with Tokyo Headquarters, ensuring effective communication and timely responses to queries.
Requirements:
- Diploma or Degree in Business Administration, Management, or a related field.
- Native-level Japanese proficiency (spoken and written) and fluent English due to need to communicate with Japanese HQ and Singapore HQ on frequent basis.
- Strong organizational and time management skills with the ability to handle multiple priorities and meet deadlines.
- Excellent attention to detail and a high level of accuracy in work output.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Familiarity with basic accounting and administrative finance functions is a plus.
- Proven experience coordinating with multiple departments and international teams, particularly with Japan-based offices.
- Excellent interpersonal and communication skills, with a proactive and self-motivated approach.