Executive Assistant

Pasona Singapore Pte. Ltd.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading logistics MNC in Singapore seeks an experienced Executive Assistant for the Chief International Business Officer’s Office. In this role, you will coordinate the executive's daily schedule, manage travel arrangements, and maintain official communications. The ideal candidate has at least 5 years of experience, strong organizational skills, and is proficient in both English and Japanese. This position offers a competitive salary and a working-from-home arrangement one day per week.

Benefits

AWS and Variable Bonus

Fixed Allowance

Work from Home Arrangement

Qualifications

• Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
• Excellent organizational and time-management skills.
• Strong communication skills (written and verbal) in English and Japanese.

Responsibilities

• Coordinate the daily schedule of CIBO, including meetings and appointments.
• Book travel arrangements, including flights, accommodation, and transportation.
• Manage official communication and act as a primary contact with stakeholders.

Skills

Organizational skills

Time-management skills

Communication skills (English and Japanese)

Discretion and professionalism

Tools

Microsoft Office suite

Job description

Position

Executive Assistant, Chief International Business Officer’s Office (Job ID: 20081)

Job Details

• Company: Logistics MNC
• Location: Changi Business Park
• AWS + Variable Bonus + Fixed Allowance + WFH Arrangement (1 day/work)
• Must be able to speak Japanese language with internal stakeholders and Japan HQ
• Salary up to $7,000 (depending on experience)

Job Description

• Coordinate CIBO’s daily schedule, including meetings and appointments.
• Book travel arrangements, including flights, accommodation, and transportation.
• Apply for visas for the CIBO team, liaising with travel agencies, embassies, and group companies to confirm latest requirements.
• Prioritize and manage CIBO’s calendar to optimize efficiency and productivity.
• Keep CIBO’s calendar updated through Microsoft Outlook.
• Manage and prioritize official communication and liaison, including phone calls and emails, on behalf of CIBO and team members; act as a primary point of contact with internal and external stakeholders.
• Plan and organize both internal and external meetings and events, ensuring timely communication and preparation with all relevant parties.
• Organize and manage company‑level events and functions, booking venues, accommodation, and coordinating with participants and guests.
• Manage, reconcile, and verify CIBO and team travel and entertainment expenses in accordance with the company’s business expense policy; prepare applications, claims, and related forms.
• Organize and maintain records, files, and documents related to CIBO’s activities.
• Draft and review memos, letters, and other correspondences.
• Ensure confidentiality and accuracy in handling sensitive information.
• Attend meetings with CIBO upon request and take detailed minutes; ensure follow‑up actions and report status.
• Advise executives by providing historical precedents and relevant information.
• Perform other tasks as required by CIBO and/or CoS.

Job Requirements

• Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
• Excellent organizational and time‑management skills.
• Strong communication skills (written and verbal) in English and Japanese for communication with Japan HQ and counterparts.
• Proficiency in office software (e.g., Microsoft Office suite).
• High level of discretion and professionalism when handling confidential information; adaptability to a fast‑paced environment.
• Exposure to international business operations or working environments is an added advantage.
• Open to ensuring attendance for meetings with team members in different time zones.