Tokyo 【契約社員】Medical & Patient Affairs Assistant (JMPA)

Job description

. MAIN FOCUS AND MISSION: The Medical & Patient Affairs Coordinator provides executive, administrative and operational support to the Head of Medical & Patient Affairs and serves as a central coordination point for the broader JMPA organization. The role enables effective department operations through calendar and meeting coordination, maintenance of the JMPA master calendar, contract and Hanko administration, document filing, selected vendor-related SAP processing, and support for department-wide administrative activities. The position does not own medical strategy, scientific review, compliance approval, contract approval, budget decisions or medical-event execution. Responsible JMPA teams retain ownership of medical-event logistics and of TAE identification, invitations, engagement contracts and compensation processes. Team members remain responsible for their own routine travel arrangements and expense submissions unless otherwise assigned. ROLE & RESPONSIBILITIES: Executive support to the Head of JMPA Manage the Head of JMPA calendar, including scheduling, prioritization and coordination of internal and external appointments. Arrange meetings, issue invitations, reserve meeting rooms and set up virtual meeting details. Coordinate meeting changes and help manage scheduling conflicts in line with business priorities. Arrange business travel and itineraries for the Head of JMPA, as required. Prepare and submit business-trip expense reimbursements for the Head of JMPA and follow up on processing when necessary. Support visitor schedules, meeting materials and practical arrangements for leadership engagements. JMPA calendar and department coordination Maintain the overall JMPA master calendar, including key team meetings, cross-functional activities, congresses, governance milestones, training dates and other major departmental events. Coordinate department-wide and cross-functional meeting logistics, including invitations, rooms, virtual links and participant information. Support JMPA leadership meetings, town halls and other department-wide sessions, including agenda coordination and action tracking when requested. Maintain relevant distribution lists, contact lists, organization information and shared administrative resources. Support onboarding and practical administrative arrangements for new JMPA colleagues. Contract, Hanko and filing administration Coordinate administrative routing of vendor and other assigned contracts and related documents through the applicable internal process. TAE engagement contracts remain the responsibility of the relevant JMPA teams unless specifically assigned. Prepare and coordinate Hanko requests and obtain required administrative signatures or seals in accordance with company procedures. Track assigned contract-routing status, ensure required documents are complete, and follow up with relevant stakeholders. File and archive assigned contracts, approval records and related documentation in the designated physical or electronic repository. Maintain accurate and audit-ready records, including document naming, version control and retrieval. General JMPA operational support Provide limited administrative support for external visitor meetings, internal training, medical meetings, advisory boards and congress-related activities when requested, such as meeting scheduling, room or virtual-meeting arrangements, document preparation and circulation. The responsible JMPA teams retain ownership of event planning and execution. Coordinate vendor-related administrative activities for designated JMPA functions, including purchase requests, SAP invoice processing, supporting documentation and follow-up with relevant stakeholders. Appropriate approvals remain with the responsible budget owners and approvers. Support SAP processing for vendors serving Medical Excellence and Patient Advocacy and, where assigned, Medical Strategy teams. This support excludes TAE invitations, engagement contracts and compensation processes, which remain with the responsible teams. Assist with document formatting, compilation, printing, circulation and filing as requested. Coordinate with Human Resources, Finance, Legal, Compliance, Procurement, General Administration and other functions on administrative matters. Maintain designated JMPA administrative records, shared repositories and document libraries to support efficient document retrieval and compliant recordkeeping. Contribute to improvements in administrative processes, shared tools and ways of working across JMPA. Provide other reasonable administrative support consistent with the purpose of the position.JMPA calendar and department coordination Contract, Hanko and filing administration General JMPA operational support YOUR PROFILE: Required credentials and experience: ・University degree or equivalent professional experience. A degree in business administration, office administration, healthcare or a related field is advantageous but not essential. ・Approximately 3 or more years of relevant experience in an executive assistant, department coordinator, administrative operations or comparable role; the final requirement should be calibrated to the job grade. ・Experience supporting a senior leader and managing a complex calendar is strongly preferred. ・Experience in the pharmaceutical, healthcare or another regulated industry is preferred. ・Experience with contract administration, Hanko workflows, document filing, expense reimbursement, SAP or invoice processing, and cross-functional coordination is desirable. ・Demonstrated ability to handle confidential information with discretion and sound judgment. Skills and knowledge: ・Excellent planning, organization and prioritization skills, with the ability to manage multiple deadlines and changing requests. ・Strong calendar management, meeting coordination and room-reservation capabilities. ・High attention to detail in contract administration, filing, invoice documentation and record maintenance. ・Clear, professional written and verbal communication with internal and external stakeholders. ・Ability to work proactively, identify practical solutions and follow tasks through to completion. ・Strong interpersonal skills and a collaborative, service-oriented approach. ・Appropriate judgment regarding urgency, confidentiality, escalation and stakeholder sensitivities. ・Proficiency in Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint and SharePoint; familiarity with SAP and company travel, expense, purchasing and contract systems is advantageous. ・Native-level or business-fluent Japanese and practical business English sufficient for email, scheduling and basic document coordination. Whatever your area of expertise, your work within the Servier Group helps advance therapeutic progress for the benefit of patients. You will be part of teams recognized for their scientific excellence and reach your full potential in a professional environment that encourages you to develop yourself. Tailor-made onboarding journeys, mobility opportunities, quality trainings, responsible management, team spirit... All this and more in a workplace focused on your well-being. At Servier, we are committed to therapeutic progress to serve patient needs. We put the diversity of our employees as a source of richness for the fulfillment of this vocation. Apply now » Find similar jobs: TERMS OF USE COOKIE MANAGEMENT Opens in a new tab. Opens in a new tab. Opens in a new tab. Opens in a new tab. @2022 SERVIER LABORATORIES Cookie Consent Manager When you visit any website, it may store or retrieve information on your browser, mostly in the form of cookies. Because we respect your right to privacy, you can choose not to allow some types of cookies. However, blocking some types of cookies may impact your experience of the site and the services we are able to offer. Required Cookies These cookies are required to use this website and can't be turned off. Required Cookies Required