Responsibilities

Executive & Board Governance Support
-Assist in managing circulation of statutory and approval documents.
-Coordinate and compile board and management meeting materials.
-Maintain and update statutory records and governance documents.
-Prepare memos and documentation for Director allowances and claims.
-Assist in coordinating onboarding documentation and arrangements for new Directors.

Director Office (DO) Support
-Coordinate, manage and align Director Office calendar, arranging internal and external appointments.
-Support logistics coordination with driver, including briefings on itinerary, venue confirmations, and schedule changes.
-Assist in reviewing and prepare summaries of speeches, key points and supporting documents for Managing Director’s preparation.
-Compile invoices for reimbursements and maintain records of utilities and related expenses for Managing Director.

General Office Support
-Handle bookings for travel, accommodation, transportation, and dining for officers and visitors as needed.
-Maintain the corporate hotel rate list.
-Coordinate refreshments/meals for meetings and events and arrange appreciation gifts as needed.
-Consolidate inputs to plan and maintain the corporate master schedule.
-Draft, format and issue official letters and correspondence as needed.

Expatriate Support
-Prepare and coordinate Entry & Exit Plans for incoming and outgoing expatriates.
-Arrange annual health checks for Japanese staff and their family members.
-Maintain web-reading subscriptions for the Japanese group.
-Maintain and monitor monthly Golf membership subscription for Japanese group.
-Assist with personal credit card applications, including document collection, compilation, and submission.
-Coordinate the circulation and compilation of documents for annual personal tax preparation.

Corporate Planning Administrative Support
-Assist in scheduling and coordinating company-wide planning meetings, briefings, workshops and events.
-Support periodic reports/ documents by consolidating data and inputs.
-Manage departmental expenditures claims submission in line with monthly budget forecasts.
-Oversee departmental facilities, assets and equipment listing, including support purchase order and payment request submissions.

REQUIREMENTS
-Diploma/ Degree in BA, Management, Administration or related fields.
-Relevant working experiences in administration, secretarial work, office coordination/ management
-Fresh graduates may be considered (if fit)
-Experience supporting senior management/ top level coordinating work is added advantage
-Able to manage multiple tasks and follow-up
-Strong attention to details, coordination and scheduling skills
-Good communication skills (written and verbal).
-Excel, words, PowerPoints, online meeting tools
-Proactive, strong sense of ownership and team player
-Positive attitude and willing to learn and contribute
-Able to work under timeline pressure and handle ad hoc tasks when required
-Must be able to drive, travel and have own transport for coordination, work errands when required
-Flexible and able to adjust to working arrangements plan / priorities