Personal Assistant to Managing Director - Singapore - FUJIFILM ASIA PACIFIC PTE. LTD.

FUJIFILM ASIA PACIFIC PTE. LTD.

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

beBee Recruiter

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 nonnative speaker should at least possess JLPT N2)
Excellent planning and organization skills
High initiative, adaptable and versatile