Personal Assistant

About This Role

Providing comprehensive secretarial and administrative support to the Managing Director is the core of this role. The Personal Assistant will manage the Managing Director's schedule, coordinate with various stakeholders, and facilitate communication between offices, particularly with Japanese delegates and headquarters.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Managing Director
• Manage and coordinate the Managing Director's calendar, appointments, meetings, business engagements, and travel arrangements
• Coordinate with internal departments, project teams, clients, consultants, contractors, and external stakeholders on business and administrative matters
• Plan and coordinate visits by overseas stakeholders, including travel arrangements, accommodation, transportation, meeting schedules, project site visits, and hospitality requirements
• Act as the primary liaison for visiting Japanese delegates and overseas stakeholders, ensuring the smooth execution of itineraries and business engagements
• Facilitate communication and coordination between the Singapore office, project sites, and Japanese headquarters/stakeholders
• Prepare, translate, and review business correspondence, reports, meeting materials, and presentations in both English and Japanese
• Supervise, coordinate, and plan the Managing Director's personal driver duties and schedules
• Perform any other duties as assigned by Management

Requirements

• Experience in secretarial or executive assistant experience supporting senior management or C-suite executives
• Prior working experience in the Construction, Engineering, Infrastructure, Property Development, or Built Environment industry is required
• Proficient in both spoken and written Japanese and English to effectively communicate with Japanese-speaking stakeholders, clients, and headquarters
• Experience coordinating overseas visitors, business meetings, and executive travel arrangements