Program Coordinator/Admin Assistant

Company Overview
Respectable consumer health company belonging to strong parent group, large size operation in Japan and on high rank market position

Job Description
This position has primary responsibility for managing the administrative tasks for the entire Commercial Execution Department. This includes tracking, measuring, reporting on the implementation of the department’s financial plan, target achievement. Point person for all intra-department (PA, VC/SX Training Teams, inter-departmental (HR, Finance, VC/SX Franchise, Compliance) cross-functional work and liaison with Global and Novartis. Coordinates department activities and oversees execution of department’s SOPs.

[Major Accountabilities]
•Financial Target Achievement
Including but not limited to:
-Responsible for working with each Commercial Execution Department Manger to ensure the department achieves its monthly, quarterly, annual financial and business objectives. Support the required PPT/Excel documentation and reporting required by the department.
-Cooperate with Finance and other partners to prepare and implement the Commercial Execution Department budget/projection plan that aligns with long term strategic plan. Work with all department managers and their teams to meet the monthly, quarterly and annual objectives.
-Cooperate with PA Manager, Surgical and VC Training Mangers on the Commercial Execution Department annual budget, as per the above, to ensure the department is following country guidelines and overall financial strategy;
-Provide ongoing guidance and support to team members on their essential every day financial tasks, coordinate the program budget preparation and implementation per Japan compliance and financial guidance and plan. Includes; AEC operations, samples, outside consulting agreements
-Collaborate with Japan finance, Compliance, HR, marketing and franchise teams on all of the above.
•Department management and development
Including but not limited to:
-Provide critical support to VC and Surgical Training Managers and their teams to ensure standardization of all program operations. Build administrative procedures, reporting tools and oversee standardization of department operations;
-Work with PA, Training Managers to ensure timely and accurate weekly/monthly reports, AEC Program Participant Profiles, AEC Program Participant Evaluations, AEC Program data management and AEC market research data, collaboration with other internal and external partners.
-Weekly/Monthly coordination with PA Manager and Training Managers to ensure smooth operations and maximize the use of AEC facilities. Timely delivery and roll up of the Commercial Execution performance/snapshot/monthly report to Japan President, Vision Care, Surgical and other cross-functional partners. This includes but is not limited to; Commercial Execution Department budget management, coordination and compliance of key Commercial Execution programs and ongoing daily operations;
-Work with team to build internal and external PD presentation decks in PowerPoint and
Excel. Regular review, Updating and streamlining of PD reporting tools.
-Ensure the Commercial Execution PA Manager and Training Managers have ongoing liaison with cross-functional teams (Finance / Compliance / C&E / HR / Legal / GA / IT and other partners) to achieve department and company objectives.
-Support supervisor with daily scheduling, travel domestic and international travel arrangements, expense reporting and timely preparation of presentations
- Organize, manage and document interactions and expenditures with all external vendor. This includes but is not limited to; translation services, AEC Course speakers and other outside services

Requirements
Education:Bachelor Degree
Languages: Japanese, English
Experience/Professional Requirement:

Minimum: working experience for multi national companies as Administrative Assistant or Program Coordinator
Preferred: Medical Device, Pharma background
Positive working attitude, Pro-active, work independently, strong communication and interpersonal skills ; good internal and external team work; strong MS Office and its applications; Windows; Power Point, Excel Word

Additional Job Information
If interested, please contact RGF consultant Setsuko Shimauchi at:
03-6422-4410
setsuko.shimauchi@rgf-professional.com

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