Administrative Assistant
Primary Location: Japan, Tokyo Job ID R0000045231 Category Administrative
About this Role
To provide essential administrative and operational support to teams and departments within the clinical research organization, contributing to the efficient functioning of day-to-day activities and helping to maintain organizational effectiveness through reliable administrative services.
Key Accountabilities:
General Administrative Support
- Perform routine office tasks including answering phones, responding to emails, and greeting visitors
- Manage correspondence, including drafting, editing, and distributing emails, letters, and memos
- Maintain organized electronic and physical filing systems according to company protocols
- Process forms, applications, and other documentation with accuracy and attention to detail
- Photocopy, scan, and manage document distribution as needed
Calendar and Meeting Management
- Schedule and coordinate meetings, appointments, and conference calls
- Prepare meeting rooms and arrange necessary equipment and refreshments
- Compile and distribute meeting materials and agendas
- Take and distribute meeting minutes and track action items
- Assist with basic travel arrangements for team members
Document Processing
- Create, format, and edit standard documents, presentations, and spreadsheets
- Maintain templates and ensure consistent formatting across department documents
- Assist with data entry and basic database management
- Process routine reports and assist with basic data compilation
Office Management
- Monitor and maintain office supplies inventory
- Coordinate with facilities management regarding office maintenance issues
- Assist with onboarding logistics for new team members
- Support departmental events and activities
Departmental Support
- Assist team members with administrative tasks as assigned
- Serve as a liaison between the department and other internal teams
- Process basic expense reports and track departmental expenditures
- Support basic project coordination activities
Skills:
Technical Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Basic understanding of document management systems
- Familiarity with office equipment (printers, scanners, phone systems)
- Basic data entry and database navigation capabilities
- Ability to learn new software applications as required
Soft Skills
- Strong organizational abilities
- Effective written and verbal communication
- Attention to detail and accuracy
- Basic problem-solving capabilities
- Professional demeanor and customer service orientation
- Ability to prioritize tasks and manage time effectively
- Reliability and dependability
- Team-oriented mindset and collaborative approach
Knowledge and Experience:
- 1-2 years of administrative or office support experience
- Basic understanding of business operations and administrative procedures
- Familiarity with general office protocols and etiquette
- Experience with handling confidential information appropriately
- Basic knowledge of clinical research terminology preferred but not required
- Experience in a healthcare or scientific setting is beneficial
Education:
- High school diploma or equivalent required
- Associate's degree in business administration or related field preferred
- Basic training in office management or administrative procedures a plus
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