Job Description

Job Summary:

*Must be fluent in Japenese (read, write, speak) required

The Executive Assistant will provide a full range of administrative activities and operational support to business leaders.The incumbent must be a fluent in Japanese to assist with data collection, routine budget administration, compiling and organizing materials, as well as preparing both standard and ad hoc reports, spreadsheets, and presentations of varying degrees of complexity.

The Executive Assistant must use considerable discretion, judgment, tact and diplomacy in the execution of their duties and, by the nature of the tasks they are responsible for, must build and maintain positive working relationships across the company. The Executive Assistant must be cognizant of sensitive and confidential issues and treat them appropriately.

Job Details:

Assists Business Executives with daily activities and uses tact, diplomacy, discretion and judgment to determine and route matters of relevance and significance to the Business Executives and/or appropriate parties. As necessary, follow up to ensure proper disposition

Provide a wide variety of normal administrative and clerical duties to support Business Executives, managing an extremely active calendar of appointments, completing expense reports, and compiling documents for travel-related meetings.

Coordinate complex and detailed travel arrangements for Business Executives and notify appropriate parties regarding reservations and appointments

Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Plans, coordinates and ensures Business Executives schedule is followed and respected. Provides "gatekeeper" role as needed in an efficient and respectful manner.

Prepare reports, manuals, meeting minutes, agendas, announcements, correspondence and memoranda, often of a complex and confidential nature, for Business Executives. May plan the layout of complex reports, proposals and tables, requiring a familiarity and comfort with working with numbers

Assist with management and coordination of day to day office facilities management (i.e. office appearance, maintaining supplies, work orders for office maintenance, weekly office inspections, coordination of office improvements and daily conference room inspections)

Interface with customers, vendors, partners and associates from affiliated Terumo companies as necessary to coordinate meetings and agendas

Coordinate activities between various departments and outside parties

Primary point of contact for internal and external customers initiating work within the department or checking the status of jobs already in progress

Provide administrative and operational support to various departments on coordination, preparation, and execution of events, company meetings and tradeshows

Prepare check requests and review invoices to ensure that correct documentation and support is enclosed

Take on projects to support the Business Executives by gathering, assembling and analyzing information and data from a variety of sources

Maintain compliance with all TMC Quality System requirements by maintaining a strong working knowledge of assigned training requirements. Fully adhere to all applicable government regulations, international guidelines and Terumo’s policies at all times

Perform other job related duties as assigned

Position Requirements:

Knowledge, Skills and Abilities (KSAs)

Must be highly organized, detail oriented, and able to multi-task as priorities may change daily

Must be highly computer proficient

Maintain a high level of confidentiality and exercise sound judgment and discretion

Must demonstrate a high degree of accuracy and attention to detail

Excellent interpersonal and communications skills are required to communicate with various levels of management, both inside and outside the Company, to gather and convey information pertaining to the Business Executives office and responsibility

Work independently with minimal supervision self-starter, positive, responsive and reliable

Must be able to process information quickly and perform functions accurately

Must be personable, accurate in all phases of work and flexible to handle many duties, most of which are confidential and company proprietary

Must have a demonstrated track record of building and maintaining positive relationships with internal and external customers/clients

Background Experience:

Bachelor’s degree preferred or Associates degree coupled with 7 years of experience

5 years of experience providing administrative support to multiple senior executives, in a fast paced, high volume environment

Fluent in English/Japanese (read, write, speak) required

Experience working in a global organization supporting multinational executives strongly preferred

Must have advanced proficiency in Microsoft suite – Excel, Word, PowerPoint, etc.

Experience with Concur (or similar T&E package) and desktop publishing software preferred

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