Administrative Assistant

Administrative Assistant
- Tokyo
- Office

ICON is a global healthcare intelligence and clinical research organisation united by a mission to bring new medicines and treatments to patients faster.

As a values-driven organisation, integrity, collaboration, agility, and inclusion are at the heart of how we work and interact with each other, customers, patients, and suppliers.

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 notifying relevant personnel of modifications.

• Draft correspondence, emails, and presentations for both internal and external contacts with clarity and professionalism.

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.

Employment with ICON is contingent upon having the legal right to work in the country where the role is based.

ICON offers a competitive and comprehensive total rewards package designed to support your health, wellbeing, and career development.

Benefits may include:

• Competitive base salary and performance related incentives
• Health and wellbeing programmes including medical, dental, and vision coverage where applicable
• Retirement and pension plans
• Life assurance and disability coverage
• Employee assistance programmes and wellbeing resources
• Learning and development opportunities through structured training and career pathways

Benefits may vary depending on role and location.

ICON is an equal opportunity employer. We are committed to building an inclusive and accessible workplace where everyone feels valued and supported.

If you require reasonable accommodations during the recruitment process, please let us know or submit a request here.