Personal Assistant to President

Job title: Chief of Staff / Personal Assistant to the President and Representative Director of Japan 

Location: Tokyo, Japan office

Job Type: Permanent, full time 

Reporting to: President & Representative Director of Japan

Job purpose: 

The Chief of Staff / Personal Assistant to the President & Representative Director of Japan, Daisaburo Sakurai and supports him to meet his objectives by: 

1. Driving efficiencies and effectiveness 
2. Providing support to the President and the Japan team and overseeing projects based on strategic priorities
3. Communicating the STEM journey

Main responsibilities: 

Drive efficiencies and effectiveness

• Support business development activities including meeting coordination with clients.
• Carry out other administrative duties including tasks such as reviewing annual STEM calendar, submitting travel expenses for the President, hosting global guests (e.g. CEO, International President), planning BD meetings and any other administrative tasks.
• Work with outsourcing venders such as an accounting firm, a legal office, recruiting agencies to accomplish projects and tasks.
• Support and drive marketing campaigns, such as the STEM Summit—a STEM-sponsored conference that invites top leaders in pharmaceutical companies—and update content for the STEM website

Providing support to Japan team and overseeing projects based on strategic priorities

• Be first point of contact for all meetings/appointments for the President of Japan, Head of Business Development and plus Project Directors.
• Schedule required meetings from project kick-off to final presentations.
• Provide support in scheduling Head Office and Field interviews.
• Assist in driving business development opportunities for President Japan through executive assistant client networks.

Communicating the STEM journey

• Build and develop relationships with all employees for increased efficiency and effective responsiveness into existing operations.

Leadership attribute:  

• Confident self-starter and challenge the status of quo with courage 
• Connect with others to establish mutual positive regard, trust and active engagement 
• Flexible to adopt and adjust her/his thinking and behaving into new situation / information 

 Personality & General mood: 

• Being positive and feel happiness 
• Transparent in nature with high integrity and honesty 
• Hunger for personal growth

 Capabilities & Skills: 

• High speed and high accuracy for multi tasks with high attention to details 
• Strong organisational as well as project management skills 
• Good interpersonal skills to build relationships with internal and external stakeholders 
• Learning agility; willing to learn from experience, and apply those learnings into new situations 
• Logical thinking, logical communication, problem solving  
• Ability to keep conversations confidential 

KPIs:

• To maintain cordial relationships with internal and external contacts.
• To positively promote STEM both internally and externally.
• To get things right the first time.
• To constantly keep up to date and remain informed about all Company related events.
• To keep the Japan Team regularly informed on how tasks are progressing.

Qualification/Skill Requirements:                     

• Preferred Experience: Executive assistant experience with involvement in strategic roles (e.g., strategic planning, marketing, etc.)
• Preferred Academic Background: Postgraduate degree 
• Language: Native-level Japanese, fluent English (business level or higher)
• Highly organised and efficient in multi-tasking and managing projects with excellent attention to detail.
• Good computer literacy of Microsoft Office systems, with excellent Word and Outlook skills.
• Extensive experience within a senior administrative role.
• Good interpersonal skills to build relationships with internal and external stakeholders
• Logical thinking, logical communication, problem solving
• Exceptional written and oral communication skills.
• Ability to keep conversations confidential

Attitude: 

• Ability to anticipate needs and be proactive
• Flexible
• Honest and reliable
• Sound interpersonal skills, tact, diplomacy and self-confidence
• Ability to use initiative and work effectively as part of a team
• An understanding of confidentiality issues and the use of discretion

About STEM: 

STEM Healthcare is a dynamic, fast paced global pharmaceutical and life sciences strategic benchmarking firm headquartered in the UK and present across six continents. STEM have developed an audit process and built a benchmarking database with more than 500,000 face-to-face observations completed across 52 countries. The benchmark provided is unique in the pharmaceutical industry consisting of over 100 KPIs, while focusing on 2-3 key priorities during formulation of action planning to help clients further accelerate performance.

STEM accelerates performance, improves strategic alignment, and facilitates excellence in marketing, medical, market access and account plans strategy execution. Due to the unique, specialised and highly targeted offering, STEM is experiencing a rapid growth phase, and recruiting heavily across the world. New employees will be joining at a time where rapid career development and growth opportunities are expected, as the organisation works towards their mid and long-term goals.

Find us here: Website: www.stemhealthcare.com   

STEM Healthcare is an equal opportunity employer.  STEM Healthcare will consider all qualified applicants for employment without discrimination on grounds of disability, sex or sexual orientation, pregnancy or maternity leave status, race or national or ethnic origin, age, religion or belief, gender identity or re-assignment, marital or civil partnership status, protected veteran status (if applicable) or any other characteristic protected by law. STEM Healthcare only employs individuals with the right to work in the country/ies where the role is advertised. 

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.