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About the Role

The Medical & Patient Affairs Coordinator provides executive, administrative, and operational support to the Head of Medical & Patient Affairs, serving as a central coordination point for the JMPA organization to ensure effective department operations.

Responsibilities

Manage the Head of JMPA calendar, including scheduling, prioritization, and coordination of internal and external appointments.
Arrange meetings, issue invitations, reserve meeting rooms, and set up virtual meeting details.
Coordinate meeting changes and manage scheduling conflicts based on business priorities.
Arrange business travel and itineraries for the Head of JMPA.
Prepare and submit business-trip expense reimbursements for the Head of JMPA and follow up on processing.
Support visitor schedules, meeting materials, and practical arrangements for leadership engagements.
Maintain the overall JMPA master calendar, including key team meetings, cross-functional activities, congresses, governance milestones, training dates, and other major departmental events.
Coordinate department-wide and cross-functional meeting logistics, including invitations, rooms, virtual links, and participant information.
Support JMPA leadership meetings, town halls, and other department-wide sessions, including agenda coordination and action tracking.
Maintain relevant distribution lists, contact lists, organization information, and shared administrative resources.
Support onboarding and practical administrative arrangements for new JMPA colleagues.
Coordinate administrative routing of vendor and other assigned contracts and related documents through the applicable internal process.
Prepare and coordinate Hanko requests and obtain required administrative signatures or seals.
Track assigned contract-routing status, ensure required documents are complete, and follow up with relevant stakeholders.
File and archive assigned contracts, approval records, and related documentation in the designated repository.
Maintain accurate and audit-ready records, including document naming, version control, and retrieval.
Provide limited administrative support for external visitor meetings, internal training, medical meetings, advisory boards, and congress-related activities.
Coordinate vendor-related administrative activities for designated JMPA functions, including purchase requests, SAP invoice processing, supporting documentation, and follow-up.
Support SAP processing for vendors serving Medical Excellence and Patient Advocacy and, where assigned, Medical Strategy teams.
Assist with document formatting, compilation, printing, circulation, and filing.
Coordinate with Human Resources, Finance, Legal, Compliance, Procurement, General Administration, and other functions on administrative matters.
Maintain designated JMPA administrative records, shared repositories, and document libraries.
Contribute to improvements in administrative processes, shared tools, and ways of working across JMPA.
Provide other reasonable administrative support consistent with the purpose of the position.

Requirements

University degree or equivalent professional experience.
Approximately 3 or more years of relevant experience in an executive assistant, department coordinator, administrative operations, or comparable role.
Experience supporting a senior leader and managing a complex calendar is strongly preferred.
Experience in the pharmaceutical, healthcare, or another regulated industry is preferred.
Experience with contract administration, Hanko workflows, document filing, expense reimbursement, SAP or invoice processing, and cross-functional coordination is desirable.
Demonstrated ability to handle confidential information with discretion and sound judgment.

Skills

Excellent planning, organization, and prioritization skills.
Ability to manage multiple deadlines and changing requests.
Strong calendar management, meeting coordination, and room-reservation capabilities.
High attention to detail in contract administration, filing, invoice documentation, and record maintenance.
Clear, professional written and verbal communication with internal and external stakeholders.
Ability to work proactively, identify practical solutions, and follow tasks through to completion.
Strong interpersonal skills and a collaborative, service-oriented approach.
Appropriate judgment regarding urgency, confidentiality, escalation, and stakeholder sensitivities.
Proficiency in Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
Familiarity with SAP and company travel, expense, purchasing, and contract systems is advantageous.
Native-level or business-fluent Japanese.
Practical business English sufficient for email, scheduling, and basic document coordination.

Experience Level

Approximately 3 or more years of relevant experience

Education Level

University degree or equivalent professional experience

Benefits

Tailor-made onboarding journeys
Mobility opportunities
Quality trainings
Responsible management
Team spirit
Workplace focused on your well-being

About the Company

Whatever your area of expertise, your work within the Servier Group helps advance therapeutic progress for the benefit of patients.
You will be part of teams recognized for their scientific excellence and reach your full potential in a professional environment that encourages you to develop yourself.
At Servier, we are committed to therapeutic progress to serve patient needs.
We put the diversity of our employees as a source of richness for the fulfillment of this vocation.