Job Summary
You will primarily support the CEO of the APAC headquarters in secretarial tasks, while also assisting the Sales Planning Team with administrative duties. (Approximately 80% of the role involves secretarial work.)
Responsibilities
1. Executive Secretarial Duties
Support the efficient and creative execution of tasks for the CEO and CxOs (CSO/CFO/CTO) through schedule management and act as a positive representative to external stakeholders.
Duties:
- Prepare and manage documents, reports, and other materials
- Plan and coordinate meetings, conferences, and travel arrangements (including flights, hotels, and rental car arrangement)
- Manage schedules and calendars, and set and confirm appointments
- Organize and manage internal and external events
- Handle incoming emails, mails, and other communications
- Respond to inquiries (both verbal and written)
- Coordinate the flow of information internally and externally
2. Sales Planning Support
Assist with routine tasks, document preparation, and administrative support for sales planning and marketing activities.
Duties:
- Prepare materials for sales meetings and consolidate weekly forecasts
- Manage and update data (e.g., customer and user information)
- Monitor the status of sales opportunities and create reports
- Create and update company website content and sales tools
- Support planning and operations for events (e.g., exhibitions, seminars, and webinars)
- Arrange and manage email marketing campaigns and social media/ web advertisements
Requirements
- Good verbal and written communication skills in English and Japanese (Need to liaise with Japan counterpart and headquarter).
- At least 3 years of experience in secretarial or similar roles
- Proficient in Microsoft 365 applications (Outlook, Teams, Excel, PowerPoint)
- Strong security awareness and information literacy
- Attention to detail and a proactive attitude towards team support
- Flexibility and the ability to manage multiple tasks efficiently
- Self-motivated and problem-solving skills
- Excellent communication skills
Added Advantage(s)
- Work experience in a Japanese company
- Knowledge of tools such as SFDC, Marketo, and Power BI
