Secretary to Director (Japanese Speaking)

GOOD JOB CREATIONS (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading recruitment firm in Singapore is seeking an Administrative Assistant to support the Director and liaise with the parent company in Japan. The ideal candidate has 2-3 years of administrative experience and proficiency in Japanese (JLPT N1). Responsibilities include managing business correspondence, coordinating meetings, and providing expatriate support. This role offers an engaging work environment focused on professional growth.

Qualifications

• Minimum of 2-3 years' experience in an administrative or secretarial role.
• Proficiency in Japanese (JLPT N1) to communicate with Japanese-speaking stakeholders.
• Excellent organizational, coordination, and communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, attention to detail, and discretion.

Responsibilities

• Prepare and manage business correspondence in English and Japanese.
• Act as a bridge between local office and parent company in Japan.
• Arrange agendas and minutes for meetings.
• Assist in preparing monthly and quarterly reports for Japan HQ.
• Serve as primary contact for expatriate employees.

Skills

Proficiency in Japanese (JLPT N1)

Excellent organizational skills

Strong communication skills

Proficiency in Microsoft Office

Job description

Responsibilities

• Prepare, edit, and manage business correspondence, reports, and presentations in both English and Japanese.
• Maintain and organize business records, documents, and filing systems.
• Handle scheduling, meeting coordination, and internal communication on behalf of the Director.

Communication and Liaison

• Act as a bridge between the local office and the parent company in Japan to ensure effective and accurate information flow.
• Translate and interpret business documents and meeting discussions as required.
• Draft and review internal memos, reports, and emails in both languages.

Meeting Coordination

• Arrange and prepare agendas, materials, and minutes for internal and external meetings.
• Support the Director in following up on action items and deliverables.

Reporting and Documentation

• Assist in the preparation of monthly and quarterly reports for submission to Japan headquarters.
• Maintain confidentiality of sensitive business information.

Cross-Functional Support

• Liaise with other departments (finance, HR, operations, etc.) to coordinate projects and gather information for the Director.
• Support logistics and communication related to business trips, conferences, or corporate events (work-related only).

Expatriate Support

• Serve as the primary contact for expatriate employees, providing administrative and logistical assistance during relocation, onboarding, and local adaptation.
• Coordinate with HR and external vendors for visa applications, renewals, housing arrangements, and other expatriate-related matters.
• Assist expatriates with understanding local office policies, procedures, and cultural practices.
• Support the Director in managing expatriate assignments, including documentation, reporting, and communication with the Japan headquarters.
• Handle inquiries and requests from expatriate employees with professionalism and confidentiality.
• Any other ad hoc duties assigned.

Requirements

• Minimum of 2-3 years' experience in an administrative or secretarial role
• Proficiency in Japanese (JLPT N1) to communicate with Japanese-speaking stakeholders
• Excellent organizational, coordination, and communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, attention to detail, and discretion.

If you are interested in the role, please feel free to contact me at [e-mail]