Personal Assistant

SHIMIZU CORPORATION; Singapore; On-site; SGD 60,000 - 110,000; Full time

Job summary

SHIMIZU CORPORATION Singapore is seeking an experienced Executive Assistant to support the Managing Director with comprehensive secretarial and administrative duties within a dynamic, international project environment.

You will manage the MD's calendar, coordinate meetings and travel, liaison with internal teams and external stakeholders, arrange overseas visits, and prepare bilingual English-Japanese documentation, ensuring smooth executive operations.

Qualifications

• Experience as secretary or EA to senior management.
• Experience in Construction, Engineering, Infrastructure, or Built Environment.
• Proficient in both Japanese and English.
• Experience coordinating overseas visitors and executive travel.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Managing Director.
• Manage MD's calendar, appointments, meetings, and travel.
• Coordinate with internal departments, clients, consultants, contractors, and external stakeholders on business matters.
• Plan overseas stakeholder visits, including travel, accommodation, transport, schedules, site visits, and hospitality.
• Act as liaison for visiting Japanese delegates and overseas stakeholders, ensuring smooth itineraries and engagements.
• Facilitate communication between Singapore office, project sites, and Japanese HQ/stakeholders.
• Prepare, translate, and review business correspondence, reports, materials, and presentations in English and Japanese.
• Supervise and plan the Managing Director's personal driver duties and schedules.
• Perform any other duties as assigned by Management.

Skills

Secretarial support

Calendar management

Travel arrangements

Stakeholder coordination

Japanese-English bilingual

Job description

Main Duties & Responsibilities

• Provide comprehensive secretarial and administrative support to the Managing Director.
• Manage and coordinate the Managing Director's calendar, appointments, meetings, business engagements, and travel arrangements.
• Coordinate with internal departments, project teams, clients, consultants, contractors, and external stakeholders on business and administrative matters.
• Plan and coordinate visits by overseas stakeholders, including travel arrangements, accommodation, transportation, meeting schedules, project site visits, and hospitality requirements.
• Act as the primary liaison for visiting Japanese delegates and overseas stakeholders, ensuring the smooth execution of itineraries and business engagements.
• Facilitate communication and coordination between the Singapore office, project sites, and Japanese headquarters/stakeholders.
• Prepare, translate, and review business correspondence, reports, meeting materials, and presentations in both English and Japanese.
• Supervise, coordinate, and plan the Managing Director's personal driver duties and schedules.
• Perform any other duties as assigned by Management

Education & Experience Requirements

• Experience in secretarial or executive assistant experience supporting senior management or C-suite executives.
• Prior working experience in the Construction, Engineering, Infrastructure, Property Development, or Built Environment industry is required.
• Proficient in both spoken and written Japanese and English to effectively communicate with Japanese-speaking stakeholders, clients, and headquarters.
• Experience coordinating overseas visitors, business meetings, and executive travel arrangements.