Site Executive Assistant, Osaka Plant / エグゼクティブアシスタント（大阪工場）GSQ

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Job Description

Objective / Purpose:

• Enable the Site Head to focus on leadership, decision-making, and stakeholder engagement by providing proactive executive and administrative support.

• Facilitate the effective operation of the Site Leadership Team through meeting governance, communications, organizational coordination, and administrative management.

• Serve as a reliable coordination point for internal and external stakeholders, supporting site priorities and ensuring smooth execution of business activities, executive visits, and key site events.

職務の目的 / 役割概要

• 本ポジションは、工場長およびサイトリーダーシップチームが組織運営、意思決定、社内外のステークホルダー対応に専念できる環境を整え、大阪工場の円滑かつ効果的な運営を支えるエグゼクティブサポート兼コーディネーター職です。
• 工場長に対する機動的かつ信頼性の高いエグゼクティブサポートおよび事務支援を提供するとともに、会議運営、コミュニケーション、組織横断の調整、各種運営支援を通じて、サイトリーダーシップチームが効果的に機能するための基盤を支えます。
• また、サイト内外の関係者にとって信頼できる調整窓口として、サイトの優先課題、事業活動、来訪対応、イベント、各種活動が円滑に遂行されるよう支援します。

ACCOUNTABILITIES

• Manage the Site Head’s calendar and administrative requirements, act as a primary point of coordination for requests and inquiries directed to the Site Head, and provide scheduling support to designated Site Leadership Team members as required.

• Coordinate meetings and activities involving the Site Head and Site Leadership Team, including scheduling, agendas, materials, meeting logistics, minutes, and follow-up actions.

• Prepare, edit, organize, and maintain presentations, reports, correspondence, meeting materials, and other business documents while ensuring appropriate confidentiality and accuracy.

• Arrange domestic and international travel and related administrative processes for the Site Head and, as required, designated Site Leadership Team members, including expense, purchasing, invoice, and payment administration where applicable.

• Coordinate executive, customer, and external stakeholder visits to the Osaka Plant, working with relevant functions to ensure effective communication, logistics, and visitor experience.

• Provide administrative coordination for the onboarding and offboarding of Site Leadership Team members, including related communications and processes on behalf of the Site Head.

• Coordinate key site events, employee engagement activities, and other site-wide activities in collaboration with relevant stakeholders.

• Support cross-functional activities, special assignments, and site priorities as directed by the Site Head, including stakeholder coordination, documentation, and execution support.

• Identify opportunities to improve administrative processes and ways of working through the effective use of digital tools, automation, and AI-enabled solutions.

• Handle sensitive and confidential information with discretion and maintain effective working relationships with internal and external stakeholders while supporting day-to-day business operations.

主な職責

• 工場長のスケジュール管理、各種事務対応、依頼・問い合わせ対応の主要な調整窓口として機能する
• 必要に応じて、サイトリーダーシップチームメンバーのスケジュール調整や事務支援を行う
• 工場長およびサイトリーダーシップチームに関わる会議や活動について、日程調整、アジェンダ作成、資料準備、会議運営、議事録作成、フォローアップまで一貫して支援する
• プレゼンテーション資料、報告書、社内外向け文書、会議資料などの作成・編集・整理・管理を行い、正確性と機密性を確保する
• 工場長および必要に応じたサイトリーダーシップチームメンバーの国内外出張の手配と関連事務を担い、必要に応じて経費処理、購買、請求書・支払い対応などを行う
• 大阪工場への役員、顧客、外部ステークホルダーの来訪に際し、関係部門と連携しながら、各種手配、受け入れ対応、コミュニケーションを調整する
• サイトリーダーシップチームメンバーのオンボーディングおよびオフボーディングに関する各種調整や連絡業務を支援する
• 主要なサイトイベント、従業員エンゲージメント施策、その他サイト全体の活動について、関係者と連携しながら運営を支援する
• サイトヘッドの指示のもと、部門横断的な取り組み、特別案件、サイトの優先課題に関して、関係者との調整、資料作成、実行支援を行う
• デジタルツール、自動化、AIを活用し、事務プロセスや業務の進め方の改善機会を積極的に見出す
• 機密性の高い情報を適切に取り扱い、社内外の関係者と良好な関係を築きながら、円滑な業務運営を支える

Education & Competencies (Technical and Behavioral):

• 5+ years of experience in executive support, administration, communications, general affairs, or related functions, preferably within a global organization.
• Strong organizational and prioritization skills with the ability to manage multiple tasks, deadlines, and stakeholder expectations in a fast-paced environment.
• Excellent interpersonal and communication skills, with the ability to build effective working relationships across functions, organizational levels, and cultures, and to communicate effectively in both Japanese and English.
• High level of professionalism, discretion, judgment, and integrity in handling sensitive and confidential information.
• Proficiency in Microsoft 365 applications and the ability to leverage digital and AI-enabled tools to improve productivity, collaboration, and administrative effectiveness.

学歴・スキル・コンピテンシー

• エグゼクティブサポート、アドミニストレーション、コミュニケーション、総務、または関連分野における5年以上の実務経験
  ※グローバル企業での経験があれば尚可
• 複数の業務や期限、ステークホルダーの期待をスピード感のある環境で整理・優先付けしながら対応できる、高い業務遂行力
• 部門・職位・文化の異なる多様な関係者と良好な協働関係を築ける、優れた対人能力とコミュニケーション力
• 英語でのコミュニケーションが必須であり、日本語・英語の双方で、会議調整、資料作成、メール対応、来訪対応などを効果的に行えること
• 高いプロフェッショナリズム、慎重な判断力、誠実性、守秘意識を持ち、機密性の高い情報を適切に取り扱えること
• Microsoft 365アプリケーションを十分に活用できること
• デジタルツールやAIを活用し、生産性・協働・事務効率を高められるスキル

Takeda Compensation and Benefits Summary:

• Allowances: Commutation, Housing, Overtime Work etc.

• Salary Increase: Annually, Bonus Payment: Twice a year

• Working Hours: Headquarters (Osaka/ Tokyo) 9:00-17:30, Production Sites (Osaka/ Yamaguchi) 8:00-16:45, (Narita) 8:30-17:15, Research Site (Kanagawa) 9:00-17:45

• Holidays: Saturdays, Sundays, National Holidays, May Day, Year-End Holidays etc. (approx. 123 days in a year)

• Paid Leaves: Annual Paid Leave, Special Paid Leave, Sick Leave, Family Support Leave, Maternity Leave, Childcare Leave, Family Nursing Leave.

• Flexible Work Styles: Flextime, Telework

• Benefits: Social Insurance, Retirement and Corporate Pension, Employee Stock Ownership Program, etc.

Important Notice concerning working conditions:

• It is possible the job scope may change at the company’s discretion.

• It is possible the department and workplace may change at the company’s discretion.

• Fixed-term contracts may be renewed after the end of the contract period based on the workload and employee performance. The total contract duration shall not exceed 5 years.   

Locations

Osaka (Juso), Japan

Worker Type

Employee

Worker Sub-Type

Fixed Term (Fixed Term)

Time Type

Full time