CEO Secretary

Responsibilities

• Executive Administrative Support
• Manage and maintain the CEO's calendar, including internal/external meetings and key priorities
• Coordinate and organize meetings, including agenda preparation, materials, and minutes-taking
• Prepare reports, presentations, and briefing materials for management meetings
• Monitor and follow up on action items to ensure timely completion
• Act as the primary liaison between the CEO and internal/external stakeholder
• Corporate Planning Support
• Assist in coordinating company-wide meetings (e.g., management meetings, board-level discussions) in line with strategic objectives
• Support tracking of KPIs, action plans, and corporate projects where required
• Consolidate information and prepare summaries for decision-making
• Travel & Logistics Management
• Arrange business travel, accommodation, and itineraries for the CEO
• Coordinate logistics for meetings, events, and leadership engagements
• Manage expense claims and documentation

Requirements

• 3-7 years of experience as Executive Assistant, Secretary, or PA supporting senior leadership
• Experience supporting C-suite or regional leadership is highly preferred
• Excellent organizational and time management skills
• Strong English communication skills (written & verbal)
• Proficiency in Japanese is highly valued as this position will work closely with stakeholders in Japan
• High level of discretion and professionalism
• Ability to multitask and prioritize in a fast-paced environment
• Strong attention to detail and problem-solving capability
• Proficiency in Microsoft Office (Excel, PowerPoint, Outlook)

Additional Information

At Hot Palette (Asia Pacific) Pte. Ltd, we proudly operate and grow the beloved Pepper Lunch brand worldwide. As one of Asia's fastest-growing fast-casual brands with over 550 outlets globally, our sizzling hotplates, bold flavours, and DIY dining concept have won the hearts of millions. We're looking for a reliable and detail-oriented CEO Secretary to provide administrative and personal support to CEO. This role sits within the Corporate Planning team and acts as a key coordination point between the CEO, senior management and cross-functional team to ensure the CEO's time is optimized and strategic priorities are effectively executed.

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