Job Description

Responsibilities

Executive support

• Manage and maintain the schedules of the General Manager and senior management including meetings, appointments, and travel arrangements.
• Ensure updated meeting schedules with senior management of SMBC Group (Japan) which may be changed in short notice and in Japanese.
• Arrange regular meetings with the affiliates and subsidiaries overseas.
• Handle confidential and sensitive information with the utmost integrity and discretion.
• Support ah-hoc requests as needed.

Communication & Coordination

• Coordinate internal and external communications, including managing emails, phone calls, meeting agendas and follow-ups.
• Work together with the other executive assistant based in Tokyo to support the General Manager schedules.
• Liaise with internal departments and external stakeholders to ensure seamless operations and timely information flow.

Administrative Operations

• Organize and maintain physical and digital filling systems.
• Manage expense-related tasks including documentation and submission of reports.
• Make travel arrangements including flights, accommodations, and itineraries.
• Prepare and submit travel expenses, claim reimbursement and Entertainment & Gift applications.
• Prepare and disseminate internal communications including travel details, forms and other administrative documents.
• Provide backup covers for other executive assistants when needed.

Requirements

• Proven experience as an executive assistant, team assistant or executive secretary. Experience in supporting Japanese management is an added advantage.
• Strong written and verbal communication, and interpersonal skills.
• Proficiency in English is required. Ability to understand and communicate in Japanese is an added advantage for liaising with Tokyo Head Office.
• Strong organization and time-management abilities.
• Proficiency in Microsoft Office Suite - Outlook, Excel and Word.
• Demonstrates a high level of multitasking ability and effective time management, with a strong sense of prioritization to ensure critical tasks are addressed promptly and efficiently.