JOB DETAILS

JOB DETAILJob Details

MAIN DUTIES & RESPONSIBILITIES
List and describe all the main jobs / responsibilities of the position based on the above Job Summary. Use an active verb to start each
sentence, e. g. To prepare, To develop, To plan etc.)

Managing Director’s (MD) Activities
• Monitor and schedule MD’s appointments ensuring smooth daily activities. As and when necessary, negotiate with
internal and external parties to optimize MD’s schedule.

• Prepare all MD’s correspondence and seek prior approval before responding.

• Receive and forward company documents for MD’s approval.

• Liaise with related agencies on MD’s travelling itineraries such as hotel & flight ticket reservations, visa applications for
overseas travel (if required) and other processes related travelling.

• Prepare necessary approval escalation document whenever MD is on long term travel arrangement.

• Respond to phone calls and emails.

• Make necessary arrangement with golf clubs for MD’s golfing sessions.

• Arrange monthly meetings with customers and clients as directed by MD.

• Provide necessary assistance to MD in issues pertaining to accommodation by communicating with building
management.

• Support on any requests made by MD (Telephone claim, entertainment claim, etc.)

• Liaise with other Overseas Group Companies’ (OGCs) secretaries.

Other Directors & Japanese Expatriate Activities
• Assist other Japanese Expatriates on travelling arrangements such as hotel & flight ticket reservation, visa application for
overseas travel (if required) and other processes related to travelling.

• Liaise with company drivers for Japanese Expatriate’s local travel arrangements.

Networking with Hoteliers, Travel Agencies and Airline Companies
• Maintain a good relationship with hoteliers, travel agencies and airline companies to enjoy competitive pricing.

• Monitor and maintain corporate rate agreements with hotels and airline companies.

Visitor Arrangements
• Make hotel reservations, transportation arrangements and dinner reservations for MD’s and Japanese Expatriates’ visitors
as requested.

• Support MD’s visitors and network connectivity by providing company’s WIFI credentials upon request.

Others
• Prepare and maintain Department’s documents related to audit requirement.

• Manage company souvenirs including stock keeping and ordering.

• Support other Secretaries if required.

REQUIRED WORK EXPERIENCERequired

✓Bachelor’s Degree / Diploma in Secretarial Science or equivalent

✓Minimum seven (7) years working experience as Personal Assistant and/or Secretarial duties in multinational organization.

✓Skills and Attributes
• Communication and negotiation across all level of people and organization.

• Proficient in Microsoft Office 365 applications (Outlook and other applications)

• Meticulous with particular attention to details.

• Must be able to keep strict adherence to confidentiality.