Executive Assistant

Job Type: Location Type: Remote: open to residents of any country

 

Terumo Medical Corporation (TMC) develops, manufactures, and markets a complete, solutions-based portfolio of high-quality medical devices used in a broad range of applications for numerous areas of the healthcare industry. TMC places a premium on providing customers with world-class products, training and education programs that drive clear economic value, better clinical outcomes and improved quality of life for patients. TMC is part of Tokyo-based Terumo Corporation; one of the world’s leading medical device manufacturers with $6+ billion in sales, 30,000+ employees worldwide and operations in more than 160 nations. Terumo Medical Corporation is comprised of two strategic business divisions: Terumo Interventional Systems and Terumo Medical Products.

We believe that the future is bright for everyone at Terumo. We work with the future in mind to generate lasting change, create a bigger impact and produce greater outcomes for today, and for decades to come.

At Terumo we believe in the power of personal growth and will encourage you to get in the driver’s seat – progressing in the direction you want to go by deepening your skills throughout your career. We want you to be bold, think outside the box, experiment, innovate and deliver what’s next for quality healthcare. You will be part of a collaborative, respectful and resilient team of associates and leaders around the world, working together as partners to achieve more than you thought possible, providing real-world, impactful solutions for patients.

Join us and help shape wherever we go next!

Advancing healthcare with heart

Job Summary

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/Responsibilities

1. 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
2. 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.
3. Coordinate complex and detailed travel arrangements for Business Executives and notify appropriate parties regarding reservations and appointments
4. Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
5. Plans, coordinates and ensures Business Executives schedule is followed and respected. Provides “gatekeeper” role as needed in an efficient and respectful manner.
6. 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
7. 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)
8. Interface with customers, vendors, partners and associates from affiliated Terumo companies as necessary to coordinate meetings and agendas
9. Coordinate activities between various departments and outside parties
10. Primary point of contact for internal and external customers initiating work within the department or checking the status of jobs already in progress
11. Provide administrative and operational support to various departments on coordination, preparation, and execution of events, company meetings and tradeshows
12. Prepare check requests and review invoices to ensure that correct documentation and support is enclosed
13. Take on projects to support the Business Executives by gathering, assembling and analyzing information and data from a variety of sources
14. 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
15. Perform other job related duties as assigned

Knowledge, Skills and Abilities (KSA)

• 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

Qualifications/ Background Experiences

• Bachelors 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

It is Terumo’s policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As a Company, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment.

Final compensation packages will ultimately depend on factors including relevant experience, internal equity, skillset, knowledge, geography, education, business needs and market demand. We provide competitive and comprehensive benefit options which include: annual bonus, paid vacation, paid holidays, health, dental and vision benefits, 401(k), with matching contributions, tax advantage savings accounts, legal plan, voluntary life and AD&D insurance, voluntary long-term disability, short term disability, critical illness and accident insurance, parental leave, personal leave, tuition reimbursement, travel assistance, and an employee assistance program.