Executive Assistant Administration & Secretarial (Fixed Term Contract / 契約社員)

At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at jnj.com.

As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Chiyoda, Tokyo, Japan

Job Description:

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative support to senior leaders based in Tokyo Headquarters. The Executive Assistant will serve as a trusted partner, managing complex schedules, coordinating domestic and international travel, supporting executive meetings, and ensuring a seamless experience for internal and external stakeholders, including global and regional visitors.

The ideal candidate is detail-oriented, resourceful, able to manage multiple priorities simultaneously, and capable of handling confidential information with discretion and professionalism.

Key Responsibilities

Executive Calendar Management

• Manage complex and dynamic calendars for senior leaders.
• Coordinate internal and external meetings across multiple time zones.
• Proactively identify scheduling conflicts and recommend solutions.
• Prioritize appointments and ensure efficient use of executive time.

Travel & Expense Management

• Arrange domestic and international travel, including flights, accommodations, transportation, visas, and itineraries.
• Prepare detailed travel schedules and briefing materials.
• Process and reconcile travel and entertainment expenses in compliance with company policies.
• Support travel-related logistics and issue resolution.

Meeting & Event Coordination

• Organize executive meetings, leadership reviews, town halls, and off-site events.
• Coordinate meeting logistics, conference rooms, virtual meeting platforms, and catering when required.
• Prepare agendas, presentation materials, and meeting documentation.
• Record meeting notes and track follow-up actions as appropriate.

Visitor & Guest Management

• Coordinate visits from Global, APAC, and external stakeholders.
• Arrange meeting schedules, office access, transportation, accommodations, and hospitality requirements.
• Serve as a primary point of contact for visitors to ensure a positive and professional experience.
• Support site tours, executive meetings, and leadership engagement activities.

Administrative Support

• Prepare correspondence, reports, presentations, and other business documents.
• Maintain organized electronic and physical filing systems.
• Manage confidential and sensitive information with the highest level of discretion.
• Support procurement, purchase orders, and vendor coordination as needed.

Stakeholder Coordination

• Liaise effectively with internal teams, business partners, customers, vendors, and senior executives.
• Build strong working relationships across functions and levels of the organization.
• Facilitate communication and follow-up on key priorities and action items.

Continuous Improvement

• Identify opportunities to improve administrative processes and operational efficiency.
• Participate in departmental and cross-functional initiatives as required.
• Contribute to creating a positive and collaborative workplace environment.

Qualifications

Education

• Bachelor’s degree preferred.
• Equivalent professional experience will also be considered.

Experience

• 5+ years of experience supporting senior executives in an Executive Assistant or Administrative Assistant role.
• Experience supporting multinational organizations and senior leadership teams preferred.
• Experience coordinating international travel and executive-level meetings.

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and ability to multitask in a fast-paced environment.
• Exceptional written and verbal communication skills in Japanese and English.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel, Teams).
• Strong interpersonal skills and executive presence.
• Ability to work independently with minimal supervision.
• High level of professionalism, integrity, and discretion.
• Strong problem-solving and prioritization capabilities.

Preferred Qualifications

• Experience supporting regional or global executives.
• Experience coordinating executive visits, leadership events, and international stakeholders.
• Familiarity with travel management systems and expense reporting tools.
• Experience working in a highly matrixed multinational environment.

Core Behaviors

• Proactive and solution-oriented
• Customer-focused mindset
• Strong sense of ownership and accountability
• Collaborative and team-oriented
• Adaptable and resilient under pressure
• Maintains confidentiality and trust

 

 

Required Skills:

 

 

Preferred Skills:

Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Execution Focus, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Professional Ethics, Travel Planning, Typing