Personal Assistant & Sales Administrator to CEO

KOIZUMI LIGHTING SINGAPORE PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A Japanese lighting manufacturer based in Singapore is seeking a Personal Assistant to the CEO. The ideal candidate should possess at least 5 years of relevant experience and hold a diploma in Marketing, Business, or Architecture. Responsibilities include managing the CEO's calendar, supporting sales administration, and involvement in marketing activities. Proficiency in English and Japanese is preferred. This role is key in ensuring effective communication with vendors and partners while handling sensitive documentation.

Qualifications

• Minimum 5 years’ experience in a similar position.
• Familiarity with sales reports and sales records.
• Proficiency in both English and Japanese is an advantage.

Responsibilities

• Manage CEO’s calendar, appointments, and travel arrangements.
• Provide high-level administrative and project support.
• Support sales department with administrative tasks.

Skills

Organisational skills

Multitasking

Interpersonal skills

Customer service skills

Education

Diploma in Marketing or Business or Architecture

Tools

Word processing software

Spreadsheet software

Job description

Koizumi Lighting Singapore Pte Ltd

An established Japanese lighting manufacturer.

In Singapore, we specialise in Supply & Install of lightings in turnkey projects.

Responsibilities

The role and responsibilities include, but not limited to;

1. Personal Assistant to CEO (40%)

• To manage CEO’s calendar, appointments, meetings, and travel arrangements.
• To provide high-level administrative, coordination, and project support to ensure the CEO’s effectiveness in strategic, operational, and client-facing responsibilities.
• To act as a bridge between the CEO, internal departments, and external stakeholders (suppliers, consultants, project partners, and clients).
• To serve as the primary liaison with Japanese principals, business partners, ensuring smooth and accurate communication between them and the CEO.
• To translate meeting minutes, contracts, and commercial documents when required, ensuring accuracy and confidentiality.
• To organise and attend BOD meetings, prepare documents, take meeting notes, and write the minutes.
• To handle confidential documents and company data with discretion.

2. Sales administration activities (50%)

• To support the sales department with sales administrative tasks including preparing quotations, tenders, etc.
• To receive, verify & process orders through internal liaison.
• To prepare marketing presentation materials and samples.
• To maintain and update sales & customer records, distributor agreements, etc.
• To compile monthly sales reports.
• To direct feedback from customers to relevant departments.
• To stay up-to-date with new products and features.

3. Marketing activities (10%)

• To plan & monitor various marketing activities to be executed by the Marketing Executive.

4) Any other ad hoc duties assigned.

Requirements

• Diploma holder in Marketing or Business or Architecture.
• Min. 5 years’ experience in a similar position.
• Familiarity with sales reports and sales records.
• Proficiency with word processing and spreadsheet software.
• Excellent organisational and multitasking skills
• Exceptional interpersonal and customer service skills.
• Motivated to work in challenging, fast paced and result-driven environment.
• Excellent written and verbal communications skills in both English and Japanese (is an advantage), in order to do translation works & act as translator for CEO, when communicate with Japan headquarter & Japanese clients.