Administrative Assistant

Administrative Assistant - Tokyo - Office

At ICON Strategic Solutions, you will work in a sponsor-dedicated model, supported by ICON’s global expertise.

As the world’s largest FSP organisation, with over 90 sponsor partnerships, we offer stability, career development and a collaborative environment where your work contributes to the development of treatments that benefit patients worldwide.

We are currently seeking an Administrative Assistant to join our diverse and dynamic team. As an Administrative Assistant at ICON you will collaborate with colleagues from different departments to address workload issues, foster positive professional relationships, and ensure strict compliance with all policies, procedures, safety regulations, and required training. Additionally, you will provide backup support to other Senior Administrative Assistants when directed by the department head. Join us and contribute to our efficient and organized work environment.

What You Will Be Doing:

• Handle administrative duties including file management, email correspondence, and professional phone communication on behalf of the department head and staff.
• Coordinate meetings, manage calendars, arrange conference facilities, facilitate virtual meetings (Webex), and organize catering services as needed. Efficiently collect and distribute meeting materials.
• Facilitate departmental travel arrangements, obtain necessary approvals, and handle travel expense reporting and other departmental expenses with precision.
• Gather data from various sources and compile it for the creation of reports and presentations. Run and organize reports as requested, ensuring accuracy.
• Audit and maintain department-specific reports, proactively identifying and rectifying errors or discrepancies while promptly Ntifying relevant personnel of modifications.
• Draft correspondence, emails, and presentations for both internal and external contacts with clarity and professionalism.
• ICONクリニカルリサーチ合同会社では組織内の事務/総務関連の仕事内容を中心に担当するAdminポジションの採用活動を実施しています。
• 業務内容の一例として各プロジェクトのミーティング調整、社内備品管理・発注、契約書の保管・印刷・押印対応、請求書処理などを想定しています。

Your Profile:

• 0-3 years of relevant experience and possess a High school diploma or equivalent with proficiency in Microsoft Office Suite and office software.
• Strong organizational skills, time management, and the ability to handle multiple tasks.
• Excellent written and verbal communication, a customer-focused attitude, and professionalism.
• Keen attention to detail, problem-solving abilities, and discretion with sensitive information.
• Flexibility to adapt to changing priorities, teamwork, and a positive attitude.
• 募集対象は3年程度の関連する業務経験をお持ちの方。
• 高校・専門学校卒以上の学歴があり業務上使用するマイクロソフトオフィスの使用経験をお持ちの方。言語は主に日本語ですが、業務上必要つなる英語の読み書きに抵抗のない方。
• チームワークを大切にする組織であるため同僚・社内の関連部署担当者と円滑な連携ができること、相手の意図や立場を考えて対応ができること、課題に対して自発的に考え取り組みを起こせる人物像を望ましく設定しています。

What ICON can offer you:
Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our benefits examples include:

• Various annual leave entitlements
• A range of health insurance offerings to suit you and your family’s needs.
• Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
• Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
• Life assurance
• Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.

Visit our careers site to read more about the benefits ICON offers.

At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know or submit a request here

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.

Are you a current ICON Employee? Please click here to apply