(Japanese speaking) Personal Assistant / Executive Assistant to President

ONE TO ONE HOLDINGS PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading consulting firm in Singapore is seeking a Japanese Speaking Personal Assistant to support the President. The role requires excellent proficiency in Japanese and English, a Bachelor's degree or diploma, and significant executive assistant experience. Responsibilities include managing schedules, organizing travel, and providing personal support. Candidates must have advanced Google Workspace skills and a deep understanding of Japanese business etiquette. Competitive compensation is offered.

Qualifications

• Minimum 3 years executive assistant experience.
• Proficiency in spoken and written Japanese.
• Ability to work outside regular hours when required.

Responsibilities

• Coordinate and manage meetings across global time zones.
• Maintain the executive calendar.
• Prepare weekly executive schedule summaries.
• Plan business trips, including all logistics.
• Ensure compliance with travel and corporate regulations.

Skills

Fluent Japanese

Executive assistance experience

Advanced Google Workspace skills

Understanding of Japanese culture

Bilingual in Japanese and English

Education

Bachelor's degree or Diploma in Business Administration, Hospitality, or related field

JLPT N1 certification

Job description

This position is for a Japanese Speaking Personal Assistant (PA) / Executive Assistant to the President of one to ONE Holdings Pte. Ltd. Proficiency in spoken and written Japanese, along with a sound understanding of Japanese culture, business etiquette, lifestyle, and the local environment, is a key requirement.

Qualifications:

Bachelor's degree or Diploma in Business Administration, Hospitality, or related field; JLPT N1; minimum 3 years executive assistant experience with fluent Japanese and English, advanced Google Workspace skills, and deep understanding of Japanese business culture and etiquette.

The role will occasionally require emergency response and assistance outside of regular working hours, including weekends and public holidays, in support of the President and his family. Applications are welcome regardless of gender or age.

Executive and Schedule Management

1. Coordinate and manage all internal and external meetings, ensuring alignment across global time zones and stakeholders.
2. Maintain the executive calendar in Google Calendar, strategically prioritizing and adjusting schedules as needed.
3. Prepare and distribute a weekly executive schedule summary, sending Remind Mail (RM) every Friday to support forward planning using the designated format.
4. Maintain and update the President's annual schedule, aligning strategic, operational, and personal priorities.
5. Plan and coordinate business trips, including flights, hotels, ground transportation, and on-site meeting coordination.
6. Manage YPO International event registrations, ensuring accurate reflection in the calendar, logistics coordination, and participation readiness. (YPO (Young Presidents’ Organization) is a global leadership community of chief executives and entrepreneurs).

Travel, Immigration, and Compliance

1. Monitor and verify border control measures and entry requirements for all business and personal travel.
2. Prepare and arrange visas, entry permits, and arrival cards to ensure smooth travel experiences.
3. Coordinate passport renewals and visa applications for the President and family members.
4. Handle document notarization, certification, and legalization with relevant government agencies, embassies, and notaries for corporate documents
5. Ensure full compliance with travel, immigration, and corporate regulations, proactively addressing potential procedural issues.

Personal and Family Support

1. Schedule and manage personal care appointments, including acupuncture, haircuts, rehabilitation, and hand & foot care.
2. Arrange and oversee babysitting and domestic service providers, maintaining trusted vendor relationships.
3. Organize annual health checkups for the President and family, and coordinate medical and dental appointments for the family.
4. Assist with school-related scheduling and administrative coordination.
5. Manage apartment maintenance and relocation logistics, liaising with property agents and moving companies.
6. Prepare and submit insurance reimbursement applications.

Corporate Administration and Financial Coordination

1. Liaise with banks to facilitate account openings, document submissions, and ongoing maintenance.
2. Coordinate with auditors, accountants, and secretarial firms to ensure compliance with annual filings, audits, and tax submissions.
3. Manage corporate and payroll payments, liaising with payment processors and vendors for timely execution.
4. Collaborate with subsidiary finance teams to support document provision and audit requirements.
5. Maintain and update Practice and Procedures (P&P) for PA responsibilities, ensuring process consistency and excellence.
6. Follow Corporate Policy and Quality Policy, applying the OKR (Objectives and Key Results) framework to goal-setting and performance tracking.

Communications and External Relations

1. Draft and refine LinkedIn posts, professional bios, and executive profiles for events and public engagements.
2. Maintain the corporate contact database, ensuring new business cards and updates are reflected accurately.
3. Coordinate the preparation and mailing of seasonal greeting cards and other key correspondence.
4. Oversee courier and shipment coordination (FedEx, etc.) to ensure timely and secure document handling.

Technology, Reporting, and Operations

1. Make full use of Gemini for Google Workspace, particularly its Gmail, Docs, Calendar, Research, and Translation functions.
2. Manage equipment maintenance for o2Oh employees, including PCs, iPhones, and related devices.
3. Submit a daily progress report summarizing agreed tasks, completed tasks, performance improvement areas.