Executive Secretary (Japanese speaking)

JAC Recruitment Consultant; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

JAC Recruitment Consultant is assisting a major Japanese bank in Singapore to hire a highly professional Executive Secretary for the General Manager. The role emphasizes calendar management, document preparation, and cross-functional coordination in a fast-paced banking setting.

Responsibilities include travel, meetings, translation between Japanese and English, and liaison with Head Office. Fluency in Japanese and English is required; banking experience is preferred.

Qualifications

• Experience supporting senior executives, ideally in banking or multinational corporates.
• Executive secretarial support, office administration, or corporate coordination experience.
• Diploma or degree in business-related field.
• Proficient with MS Office and virtual meeting platforms.

Responsibilities

• Manage GM's calendar, appointments, and diary; greet visitors and partners.
• Draft, prepare, and coordinate reports, presentations, and documents.
• Review, prioritize, and escalate urgent correspondence to the GM.
• Arrange meals and logistics for business entertainment events.
• Prepare travel itineraries, documentation, and expense claims.
• Facilitate information flow across departments and external stakeholders.
• Coordinate internal and external meetings, agendas, and travel for business units.
• Provide translation support Japanese-English for documents and presentations.
• Act as liaison with Head Office on admin matters and translations.
• Maintain communication between Singapore branch and Head Office.

Skills

Executive support

Office administration

Multitasking

MS Office

Japanese language (bilingual)

Stakeholder management

Education

Diploma or Degree in Business Administration/Management/HR

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Microsoft Teams

Zoom

Webex

Job description

OVERVIEW

Our client is one of the biggest Japanese banks. They are seeking a highly professional, proactive, and detail-oriented Executive Secretary in Singapore to provide dedicated support to the General Manager (GM) and other business functions as required.

This position is well-suited to an individual who thrives in a dynamic banking environment and demonstrates exceptional organizational, communication, and stakeholder management capabilities. The successful candidate will play a key role in ensuring the smooth coordination of executive activities, business communications, and administrative operations.

Key Responsibilities

• Manage the GM's calendar, schedule appointments, maintain diary entries, and receive and attend to clients, visitors, and business partners.

• Draft, prepare, and coordinate reports, correspondence, presentations, and other business documents as directed by the GM, ensuring proper filing and record management.

• Review, prioritize, and organize incoming correspondence, highlighting urgent or sensitive matters and ensuring timely escalation to the GM.

• Arrange and coordinate business lunches, dinners, and corporate hospitality events, including reservation management and logistics.

• Prepare travel itineraries, business trip documentation, travel authorization requests, and expense claims, ensuring accuracy and compliance with internal procedures.

• Facilitate the effective collection, distribution, and communication of information across departments and external stakeholders, ensuring timely circulation of relevant documents.

• Coordinate internal and external meetings for the GM, including scheduling, agenda management, logistics, and travel arrangements for business units when required.

• Provide Japanese-English translation support for business documents, correspondence, and presentations as needed.

• Act as a liaison with Head Office on general administration matters, translating documents and communications to support informed decision-making and timely responses.

• Maintain effective communication channels between the Singapore branch and Head Office, ensuring smooth information flow and alignment on business matters.

• Undertake additional administrative, coordination, or project-related responsibilities as assigned.

Requirements

• Proven experience supporting senior executives, ideally within banking, financial services, or a multinational corporate environment.

• Demonstrated experience in executive secretarial support, office administration, executive assistance, or corporate coordination.

• Diploma or Degree in Business Administration, Management, Human Resources, or a related discipline.

• Strong proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, as well as virtual meeting platforms such as Microsoft Teams, Zoom, and Webex.

• Excellent organizational and multitasking skills, with the ability to manage competing priorities and meet tight deadlines.

• Strong interpersonal and communication skills, with the ability to work both independently and collaboratively in a multicultural environment.

• High level of professionalism, discretion, and attention to detail when handling confidential information.

Japanese Language Requirement

The successful candidate must be fluent in both Japanese and English to effectively:

• Communicate and coordinate with senior management and stakeholders based in Japan.

• Review, interpret, draft, and translate business correspondence, reports, policies, and meeting materials in Japanese.

• Facilitate accurate and timely communication of business, operational, and regulatory matters between the Singapore branch and Japan-based stakeholders.

• Support the translation of Head Office communications and ensure information is clearly conveyed to relevant internal stakeholders.

Visa sponsorship is not available

We regret to inform that only shortlisted candidates will be notified.
Appreciate your understanding.

#LI-JACSG #countrysingapore