Global Travel Management
Manage end‑to‑end global travel planning for the President, including flights, accommodation, visa needs, ground transport and meeting logistics, balancing time efficiency and cost‑effectiveness.
Plan intensive and consecutive international itineraries, ensuring realistic connections by considering time zones, airport size and layout, transfer times and travel feasibility.
Act as the primary contact in case of travel disruptions such as delays, rebookings and last‑minute changes.
Executive Agenda Management & Gatekeeping
Manage a complex, multi‑time‑zone executive calendar.
Perform agenda gatekeeping by assessing meeting requests, determining priority and relevance, and protecting the President’s time.
Identify which meetings and engagements are critical for the President to attend and which should be declined or redirected to members of the President’s leadership team.
Maintain operating rhythms such as 1:1 meetings, weekly and monthly cadences, and planning cycles.
High‑Level Meeting and Stakeholder Coordination (outside Japan)
Coordinate executive meetings and events (virtual, hybrid and face‑to‑face), including room bookings, preparation of materials, minute‑taking, follow‑ups and action tracking.
Support meeting readiness by compiling documents, preparing agendas and ensuring timely reminders and follow‑through.
Collaborate closely with the Executive Assistant in Japan for meetings involving Japan.
Executive Office Operations and Administrative Support
Prepare and edit executive documents, presentations, meeting minutes and ad‑hoc reports, ensuring accuracy and confidentiality.
Manage expense reporting for the President.
Support cost centre activities, including purchase orders, vendor management, invoice tracking, accruals and budget follow‑up.
Provide ad‑hoc administrative support to two Europe‑based Leadership Team members, including agenda management and travel coordination.
Communication and Relationship Management
Represent the executive office with professionalism, discretion and diplomacy when interacting with senior leaders across Terumo and with external stakeholders like Key Opinion Leaders in Healthcare.
Communicate clearly, calmly and effectively, including in high‑pressure situations and when managing frequent interruptions.
