Group Assistant/Secretary

at  Rekuten Global

Job Description:
Situated in the heart of Singapore’s Central Business District, Rakuten Asia Pte. Ltd. is Rakuten’s Asia Regional headquarters. Established in August 2012 as part of Rakuten’s global expansion strategy, Rakuten Asia comprises various businesses that provide essential value-added services to Rakuten’s global ecosystem. Through advertisement product development, product strategy, and data management, among others, Rakuten Asia is strengthening Rakuten Group’s core competencies to take the lead in an increasingly digitalized world.
Rakuten is a global Internet and e-commerce company with over 1.3 billion registered users worldwide. Our e-commerce platform is the largest of its kind in Japan and among the world’s largest by sales. Rakuten has many subsidiaries as well, including well-known brands like Rakuten VIKI, Rakuten Symphony, Rakuten TV, Kobo (e-Reading), and Viber (messaging). For more information, visit http://global.rakuten.com/corp/about/.
The Global Ad Technology Department (GATD) manages the whole of the advertising systems that power Rakuten. We are a cross-functional and data-driven organization working together in a diverse team spread across five countries: Japan, Singapore, India, China and UK.

Responsibilities:

• Provide secretarial and administrative support to Global Asia Technology Supervisory Department (GATD) and act as a liaison between Japan and Singapore’s key internal and external stakeholders.
• Liaise with other team(s) secretaries to ensure smooth running of the business and ongoing effective communication.
• Manage meetings and events for senior managers and above including the arrangement of meeting rooms and logistics to ensure the schedules are well managed.
• Manage highly complex travel arrangements such as flights, visas, accommodation, and full suite coordination for senior managers and above.
• Management of full spectrum of administrative or executive support tasks that include clerical duties such as managing incoming correspondence, application for entrance pass, meeting room reservation, facility support for visitors, attend to visitors and documentation preparation (e.g. expense report, business report).
• Assist in office space planning and facilitate team member movement requests.
• Assist in minutes taking and dictation at meetings when necessary.
• Other ad-hoc duties as assigned as a group secretary.
• Required to have Japanese language capability in written and spoken preferred, as the incumbent is required to work closely with Japanese stakeholders.

Rakuten is an equal opportunities employer and welcomes applications regardless of sex, marital status, ethnic origin, sexual orientation, religious belief or age.

• Provide secretarial and administrative support to Global Asia Technology Supervisory Department (GATD) and act as a liaison between Japan and Singapore’s key internal and external stakeholders.
• Liaise with other team(s) secretaries to ensure smooth running of the business and ongoing effective communication.
• Manage meetings and events for senior managers and above including the arrangement of meeting rooms and logistics to ensure the schedules are well managed.
• Manage highly complex travel arrangements such as flights, visas, accommodation, and full suite coordination for senior managers and above.
• Management of full spectrum of administrative or executive support tasks that include clerical duties such as managing incoming correspondence, application for entrance pass, meeting room reservation, facility support for visitors, attend to visitors and documentation preparation (e.g. expense report, business report).
• Assist in office space planning and facilitate team member movement requests.
• Assist in minutes taking and dictation at meetings when necessary.
• Other ad-hoc duties as assigned as a group secretary.
• Required to have Japanese language capability in written and spoken preferred, as the incumbent is required to work closely with Japanese stakeholders