Workplace Engagement Executive (Secretarial Support)

Date: 1 Jul 2026

Location: Singapore

Company: Shiseido

MAIN PURPOSE

Reporting to the Workplace Engagement Manager, the Workplace Engagement Executive is a member of the Shiseido Workplace Engagement Team (WPE) and is instrumental in supporting the Administrative and Secretarial Support for Shiseido Asia Pacific’s Executive Committee members, daily office administration operations, front desk and hospitality services. The incumbent plays a role in providing an environment where effective administration, good organisational and planning support is done efficiently and effectively. The incumbent will also be supporting Workplace Engagement initiatives for the Singapore and Malaysia offices.

KEY RESPONSIBILITIES

Administrative and Secretarial Support

Provide administrative and organization support service to assigned Executive Committee members.
Enhance effectiveness by providing information management support
Plan, organize and management appointments and meeting schedules
travel plans.
Raise purchase orders and invoices in a timely manner
Arrange delivery of items/goods for the division
Act as a resource for employees seeking guidance on engagement-related activities
Plan and coordinate business travel arrangements for assigned Executive Committee members.
Liaise with travel vendors and agencies to secure bookings in accordance with company policies and budget guidelines.
Ensure timely communication of travel arrangements to assigned Executive Committee member.
Manage travel-related budgets and expenses, ensuring cost efficiency and compliance with corporate guidelines.
Anticipate and resolve travel-related issues, ensuring a smooth and seamless experience for assigned Executive Committee member

Workplace Engagement

Support the planning and execution of workplace engagement initiatives that promote a positive culture and strengthen a sense of belonging across three business entities in Singapore and Malaysia.
Partner with HR counterparts in Malaysia to co-develop and deliver executive engagement, wellness, and culture-building activities.
Co-lead workplace engagement initiatives for the Malaysia office in collaboration with the Workplace Engagement Manager.
Monitor and track engagement budgets for both Singapore and Malaysia and propose cost optimisation strategies that maintain or enhance the overall workplace experience.
Collect, analyse, and communicate employee feedback to continuously improve engagement initiatives.
Track and evaluate engagement metrics, identify trends, and provide insights and reports to the Workplace Engagement Manager.
Oversee administrative aspects of employee onboarding and offboarding, including office tours, workplace engagement induction, and preparation of welcome kits.
Draft and disseminate internal communications to promote engagement programmes and enhance transparency.
Communicate effectively on workplace matters and events and support the preparation and presentation of proposals to key stakeholders.

Facilities Management

Coordinate with vendors and building management on building maintenance and housekeeping services as needed
Conduct periodical inspection on common area equipment to ensure good operating condition
Be the liaison between FM service provider on their KPIs
Perform other ad-hoc general administrative duties or related duties as assigned

Reception and Hospitality Service

Ensure service excellence for all guests and ensuring that the team adhere to the omotenashi spirit
Manage the team fronting the reception and facilities
Assist and execute onboarding and offboarding process for hires
Access card management
Office space and lockers plan maintenance and management
Source and manage pantry inventory with reputable vendors and ensure that the vendors adhere to our purchasing policy and company values.
Attend to employees’ queries and feedback

Other Responsibilities:

Act as the backup for the Workplace Engagement Manager, stepping in to lead and update the Human Resources Leadership team
Serves as a liaison between the WPE team and other departments, ensuring clear communication and alignment.
Represent the team and collaborate with cross-functional teams on employee events and engagement initiatives
Identify areas of improvement, initiate brainstorming within the team, and recommend actionable
Ensure timely responses and actions to address employee concerns or suggestions

REQUIREMENTS

Minimum 3 years administrative experience or relevant degree qualification
Strong interpersonal and communication skills (written and verbal)
High level of accuracy in literacy and numeracy
Discreet and able to maintain confidentiality
Meticulous and pays high attention to detail
Motivated and positive individual who can work independently on assigned responsibilities
Ability to articulate ideas, propose changes in processes and ways of working
Strong time management skills
Strong customer service and relationship building skills, strong team player
Demonstrates leadership and coaching abilities for junior team members with positive attitude and learning mindset
Resilient, adaptable and resourceful. Ability to multi-task and deliver results in a dynamic and fast-paced environment
Analytical and problem-solving skills, adaptability and conflict resolution
Good knowledge of Microsoft Suite applications – Outlook, Teams, MS Word, PowerPoint and Excel – and Canva

Shiseido Asia Pacific and Shiseido Singapore have once again been awarded the Great Place To Work Certification™ by Great Place To Work®, the global authority on workplace culture and employee experience.

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