Secretary to CEO (Japanese Speaaking)

Koizumi Lighting Singapore Pte. Ltd.; Singapore; On-site; SGD 55,000 - 75,000; Full time

Job summary

A leading lighting company in Singapore is seeking an Executive Assistant to support the CEO in managing schedules, administrative tasks, and sales coordination. The ideal candidate will have at least 5 years of experience in a similar role and strong organizational and communication skills in both English and Japanese. Responsibilities include liaising with Japanese stakeholders, organizing board meetings, and assisting with sales documentation. A diploma in Business Administration or Sales & Marketing is required, and applicants should be motivated to thrive in a fast-paced environment.

Qualifications

• Minimum 5 years' experience in a similar position.
• Familiarity with sales reports and records.
• Motivated to work in a challenging and fast-paced environment.

Responsibilities

• Manage CEO’s daily schedule including appointments and travel.
• Provide administrative and project support for the CEO.
• Act as a liaison with Japanese principals and clients.
• Organize and attend BOD meetings, prepare documents.
• Coordinate with the sales department on timelines and proposals.

Skills

Organizational skills

Multitasking

Communication skills in English and Japanese

Interpersonal skills

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;

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.

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.

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.