🚀 Drive Operational Excellence: Administrative Assistant - Tokyo (Office-Based)
Join ICON plc, a world-leading healthcare intelligence and clinical research organization, as an Administrative Assistant in our Tokyo office. This is a foundational role where your organizational skills and proactive support will ensure the seamless operation of our dynamic teams. You will be the vital link that enhances departmental efficiency, fosters collaboration, and upholds the professional standards that drive our mission to shape the future of clinical development in Japan.
We are seeking a detail-oriented and reliable professional to manage a wide range of administrative, logistical, and support tasks. If you thrive in a structured yet fast-paced environment, excel at multitasking, and are passionate about contributing to a team's success, this is your opportunity to build a rewarding career with a global leader.
🎯 Your Administrative Mission: Key Responsibilities
Core Administrative & Logistical Support
- Handle comprehensive administrative duties including professional phone communication, email correspondence, and meticulous file management on behalf of the department head and team members.
- Coordinate meetings and manage complex calendars, arrange conference facilities, facilitate virtual meetings (WebEx), and organize catering services as required.
- Efficiently collect, prepare, and distribute meeting materials to ensure all participants are well-informed.
Travel, Expense & Reporting Management
- Facilitate domestic and international travel arrangements, obtain necessary approvals, and handle travel expense reporting and departmental expenses with precision and compliance.
- Gather data from various sources to compile reports and presentations, ensuring accuracy and timely delivery.
- Audit and maintain department-specific reports, proactively identifying and rectifying discrepancies while notifying relevant personnel of updates.
Cross-Departmental Collaboration & Office Management
- Collaborate with colleagues across different departments to address workload peaks, foster positive relationships, and ensure compliance with all company policies and procedures.
- Provide backup support to other Senior Administrative Assistants as directed.
- Manage office administration tasks including supply ordering, contract filing, printing/sealing documents, and invoice processing (請求書処理).
Communication & Professional Representation
- Draft clear and professional correspondence, emails, and presentations for both internal and external stakeholders.
- Act as a professional representative of the department, ensuring all interactions reflect ICON's standards of excellence.
⭐ Your Profile: Administrative Assistant Qualifications
Essential Requirements
- High school diploma or equivalent; further education or certifications are a plus.
- 0-3 years of relevant administrative experience. Candidates with a strong willingness to learn and a professional attitude are highly encouraged to apply.
- Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office software.
- Business-level proficiency in Japanese is required. Ability to read and write English for business correspondence is advantageous.
Core Competencies & Attributes
- Exceptional Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
- Excellent Communication: Professional verbal and written communication skills with a customer-focused attitude.
- Proactive Problem-Solver: A keen eye for identifying issues and the initiative to resolve them efficiently.
- Discretion & Teamwork: Ability to handle sensitive information confidentially and work collaboratively within a team.
- Adaptability: Flexibility to adapt to changing priorities with a positive, can-do attitude.
Ideal Mindset
- A team player who values smooth collaboration with colleagues and other departments.
- Someone who considers others' perspectives and can take initiative to address challenges proactively.
💫 Why Build Your Administrative Career at ICON in Tokyo?
Become the Backbone of Our Japan Operations
- Play a critical role in ensuring the smooth daily operation of our Tokyo office, directly supporting teams that are advancing clinical research.
- Gain invaluable exposure to the inner workings of a leading global CRO in a stable, office-based position.
Grow in a Supportive & Inclusive Environment
- Join a diverse, dynamic, and supportive team that values your contribution and nurtures talent.
- Benefit from a structured environment with clear processes and opportunities for professional development.
Enjoy a Competitive Package in Central Tokyo
- Attractive salary and comprehensive benefits package.
- Range of health insurance offerings to suit you and your family’s needs.
- Generous annual leave entitlements.
- Competitive retirement planning offerings.
- Global Employee Assistance Programme (EAP) providing 24/7 support.
- Flexible, country-specific benefits.
✨ Ready to Be the Organizational Heart of Our Tokyo Team?
If you are a meticulous, proactive, and collaborative individual looking to start or grow your career in a professional, mission-driven environment, we encourage you to apply. This Administrative Assistant role is your chance to become an essential part of ICON's success in Japan.
Apply Now and become the key support professional who ensures our Tokyo office operates like clockwork.
