Executive Secretary to GM (Up to $5500)

Recruit Express Pte Ltd; Singapore; On-site; SGD 54,000 - 72,000; Full time

Job summary

Recruit Express Pte Ltd is seeking a capable personal assistant to provide day-to-day secretarial and administrative support to the GM of a Wholesale Bank client in Singapore. You will manage calendars, coordinate meetings, and handle visitors with discretion and professionalism.

Responsibilities include triaging correspondence, arranging travel, translations between Japanese and English, and liaising with Head Office on General Affairs.

Qualifications

• Diploma or Degree in Business Administration or related field.
• Experience providing secretarial support to senior executives, preferably in banking/financial services.
• Proficient with Microsoft Office and virtual meeting platforms.
• Japanese language ability is an advantage for translations and coordination between Singapore and Japan.

Responsibilities

• Manage GM's calendar, schedule appointments and meetings, and greet visitors.
• Review and triage incoming correspondence for GM's attention.
• Coordinate business meals, events, and travel arrangements.
• Prepare itineraries and expense claims for travel, ensuring receipts are accurate.
• Provide Japanese–English translation for business reports and documents.
• Liaise with Head Office on General Affairs and translate Head Office documents.
• Maintain smooth communication between Singapore branch and Head Office.
• Maintain filing and records for correspondence and reports.
• Undertake other administrative tasks as required by the GM.

Skills

Secretarial support

Microsoft Office

Virtual meetings

Japanese language

Education

Diploma or Degree in Business Administration

Tools

Teams/Zoom/Webex

Job description

Our client is a Wholesale Bank with Head Office based in Japan.

Provide day-to-day secretarial and administrative support to the GM:

• Managing calendars, scheduling appointments, meetings, and business engagements, as well as receiving and attending to visitors and guests.
• Manage incoming correspondence by reviewing, prioritising and directing important or urgent matters to the GM’s attention in a timely manner.
• Coordinate business lunches, dinners and corporate engagements, including making restaurant reservations and transportation arrangements.
• Coordinate business travel arrangements, including preparing itineraries, travel documentation and expense claims, and ensuring that supporting receipts are accurate before submission.
• Provide Japanese-English translation support for business reports, correspondence, and other documents as required.
• Liaise with Head Office on General Affairs matters, including reading and translating Head Office documents from Japanese to English and facilitating appropriate follow-up actions by the relevant departments.
• Maintain an effective flow of communication between Singapore branch and Head Office, ensuring that information and instructions are accurately conveyed and followed up.
• Maintain proper filing and records management of correspondence, reports, documents and other relevant materials.
• Undertake other administrative and coordination duties as assigned by the GM.

Requirements:

• Min. a Diploma or Degree in Business Administration or a related discipline
• Relevant experience providing secretarial support to senior executives, preferably within the banking, financial services or MNC environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, Powerpoint), and virtual meeting platforms (Teams, Zoom, Webex).
• Good command of Japanese language would be an advantage to interpret, translate, and prepare business correspondence and documents from Japanese to English, and ensure timely communication of business, operational and regulatory matters between the Singapore and Japan-based stakeholders.

EA Licence No.: 99C4599
EA Registration No.: R1104662
EA Personnel: Celine Tan Si Ling