Medical & Patient Affairs Assistant (JMPA)

About the role

The Medical & Patient Affairs Assistant provides executive, administrative and operational support to the Head of Medical & Patient Affairs and acts as a central coordination point for the JMPA organization. The role ensures smooth department operations through calendar management, meeting coordination, contract administration and vendor‑related SAP processing.

Key responsibilities

• Manage the Head of JMPA’s calendar, schedule meetings, arrange travel, and process expense reimbursements.
• Maintain the JMPA master calendar and coordinate department‑wide meetings, town halls and leadership sessions.
• Administer contracts and Hanko requests, track routing status and file documents in physical or electronic repositories.
• Provide limited administrative support for external visitor meetings, training, advisory boards and congress‑related activities.
• Coordinate vendor‑related SAP invoice processing and maintain audit‑ready records.

Required profile

• University degree or equivalent professional experience.
• At least 3 years of experience in executive assistance, department coordination or similar administrative roles.
• Experience supporting senior leaders and managing complex calendars.
• Background in pharmaceutical, healthcare or other regulated industries is preferred.
• Ability to handle confidential information with discretion.

Required skills

• Microsoft Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
• SAP invoice and purchase‑order processing.
• Native‑level or business‑fluent Japanese and practical business English.