Secretary to CEO cum Sales Director (Japanese Speaaking)

Koizumi Lighting Singapore Pte. Ltd.; Singapore; On-site; SGD 125,000 - 150,000; Full time

Job summary

A leading lighting firm in Singapore is seeking an Executive Assistant to manage the CEO's schedule and provide sales administration support. The ideal candidate will have at least 5 years of experience and be proficient in both English and Japanese to facilitate communication with the Japan headquarters and clients. This role requires excellent organizational and multitasking skills in a fast-paced environment.

Qualifications

• Minimum 5 years of experience in a similar position.
• Familiarity with sales reports and sales records.
• Proficiency with word processing and spreadsheet software.

Responsibilities

• Manage CEO’s daily schedule and appointments.
• Provide administrative support to the CEO.
• Coordinate with the sales department on various timelines.
• Assist in marketing presentation materials preparation.

Skills

Organizational skills

Multitasking skills

Customer service

Written and verbal communication in English

Written and verbal communication in Japanese

Education

Diploma in Business Administration or Sales & Marketing

Tools

Word processing software

Spreadsheet software

Job description

You will perform the following duties; but not limited to;

1. Executive Support:

• To manage CEO’s daily schedule, such as appointments, meetings, and travel arrangements.
• To provide 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 Support:

• To coordinate with the sales department on quotations, tenders, proposal & etc. timelines.
• To assist in preparing marketing presentation materials and samples.
• To maintain and update sales & customer records, distributor agreements, etc.
• To assist in compiling monthly sales reports.
• To direct feedback from customers to relevant departments.
• To stay up-to-date with new products, pricing, features and client lists.

3. Marketing activities:

• To assist CEO in monitoring various marketing activities to be executed by the Marketing Executive.

4. To do other ad-hoc duties assigned.

Requirements

• Diploma holder in Business Administration or Sales & Marketing.
• 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.
• Excellent written and verbal communications skills in both English and Japanese, in order to do translation & act as translator for CEO, when communicate with Japan headquarter & Japanese clients.
• Exceptional interpersonal and customer service skills.
• Motivated to work in challenging, fast paced and result-driven environment.