Personal Assistant to Managing Director

FUJIFILM ASIA PACIFIC PTE. LTD.; Pasir Panjang; On-site; MYR 150,000 - 200,000; Full time

Job summary

A leading technology firm in Negeri Sembilan seeks a Personal Assistant to the Managing Director to provide comprehensive executive support. Responsibilities include schedule management, travel coordination, and event planning while maintaining confidentiality. Candidates should have 5-7 years of experience, proficiency in English and Japanese, and strong organizational skills. A competitive salary is offered with possible additional benefits.

Qualifications

• Minimum 5-7 years of executive assistant or personal assistant experience.
• Experience supporting C-suite executives in multinational corporations preferred.
• Familiarity with Asian business culture and Japanese business etiquette.

Responsibilities

• Coordinate schedules, projects, and meetings for the MD.
• Handle email correspondence and travel arrangements for the MD.
• Support event planning and logistics coordination.

Skills

Excellent command of English (written and verbal)

Proficient in Japanese

Advanced proficiency in Microsoft Office Suite

Exceptional organizational skills

Strong communication skills

Education

Diploma or Degree in Business Administration

Certification in Office Administration or Executive Assistant

Tools

Microsoft Office Suite

Travel booking platforms

Expense management systems

Job description

The Personal Assistant to Managing Director provides comprehensive executive support to the Managing Director of Fujifilm Asia Pacific Pte. Ltd., serving as the Regional HQ for 12 subsidiaries across Southeast Asia, India, Australia, and New Zealand. This role encompasses secretarial support, administrative coordination, event planning, and facility management while maintaining the highest levels of confidentiality and professionalism.

KEY TASKS:

1.Providing Secretarial Support to MD

• Schedule and Calendar Management: Coordinate MD’s schedules, projects, meetings, acting as gatekeeper to ensure MD can focus on highest priority work.
• Communication management: Handle email correspondence, meeting coordination, and calendar management for MD.
• Travel management: Arrange comprehensive travel itineraries for MD using Company Travel & Expense Platform including business trip coordination and determining necessary arrangements.
• Document management: Draft, edit, and proof documents for announcement from MD’s office including emails, memos, and official communications.
• Stakeholder Coordination: Coordinate with relevant division to support MD’s choice in greeting cards design for customers, and business partners during festive periods.
• Information Security: Maintain business documents related to MD’s office and ensure sensitive information is securely stored or destroyed for privacy and confidentiality.
• Membership Management: Maintain MD’s company Club Membership (Golf), including renewals, bookings, etc.
• Personal support: Provide support for MD’s personal matters, where required (condo facility issues, travel schedule changes during nights or weekends, etc.)

2. Event / Project Planning

• Regional meetings: Coordinate regional meetings on behalf of MD.
• Logistics Coordination: Plan logistical requirements for events including food and beverage, meeting room setup, and reservations.
• Guest Relations: Drafting invitation letters / emails to overseas guests visiting Singapore; prepare company letters for regional staff on business trips.
• Event support: Support as member of committee for ad hoc events, such as company Dinner and Dance, etc.
• Cross-functional projects: Support assigned to cross-functional business projects in marketing, sales or corporate communications capacity.

3. General Admin

• Daily services: Liaise and arrange MD’s beverage preferences and schedule with tea service staff for morning and afternoon service (tea/coffee), regularly checking for preference change.
• MD’s Accommodation Facility Maintenance: Coordinate regular air conditioner maintenance, property viewings, and repairs.
• Card Management: Handle MBC Access Card issuance and management.
• Document Management: Maintain updated MD and expats’ passports in company shared folder.
• Mail Coordination: Collate relevant mails to send out to Global HQ via DHL once a week or more depending on urgency of matter.
• Invoice Processing: Consolidate invoices, claims and other mail for transmission to Corporate Division office in Singapore.
• Compliance Support: Update Gift Declaration Form on behalf of MD.
• Driver Support: Support and coordinate MD's drivers' travel & expense claims and leave matters.
• Expat Support: Provide support for Japanese Expat matters when required.
• HR Support: Support HR Admin team with administrative functions as needed.

CANDIDATE REQUIREMENTS:

Educational Qualifications

- Diploma or Degree in Business Administration, Communications, or related field.

- Additional certification in Office Administration or Executive Assistant programs preferred.

Work Experience

- Minimum 5-7 years of executive assistant or personal assistant experience.

- Experience supporting C-suite executives in Japanese multinational corporations preferred.

- Experience in Japanese corporate environment or with Japanese business practices highly advantageous.

- Previous experience in administrative support roles within Asia Pacific regional offices preferred.

Language Skills

- Essential: Excellent command of English (written and verbal).

- Essential: Proficient in Japanese language (reading, writing, and conversational) to facilitate communication with Global HQ and Japanese stakeholders.

Technical Skills

- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

- Experience with travel booking platforms and expense management systems.

- Familiarity with video conferencing tools (Teams, Zoom).

- Basic knowledge of document management and filing protocols.

Core Competencies

- Confidentiality: Ability to handle sensitive business and personnel information with utmost discretion.

- Organization: Exceptional organizational skills with ability to prioritize multiple tasks and deadlines.

- Communication: Strong written and verbal communication skills for interaction with internal and external stakeholders.

- Independence: Ability to work autonomously and make decisions within scope of authority.

- Attention to Detail: High level of accuracy in document preparation and administrative tasks.

- Flexibility: Adaptability to respond to changing business needs and urgent requests.

- Cultural Sensitivity: Understanding of Asian business culture, particularly Japanese business etiquette.

- Problem Solving: Proactive approach to identifying and resolving administrative challenges.

Personal Attributes

- Professional demeanor and presentation.

- Strong interpersonal skills for stakeholder management.

- Ability to work under pressure and meet tight deadlines.

- Discretion and integrity in handling confidential matters.

- Positive attitude with service-oriented mindset.

- Willingness to work beyond standard hours when business needs require.

Additional Requirements

- Willingness to occasionally work outside standard business hours for urgent matters.

- Understanding of corporate governance and compliance requirements.