CEO Secretary and Sales Planning Support

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