This role is primarily responsible for coordinating and executing all administrative and logistical aspects of Medical Education meetings and events. It involves close collaboration with internal teams, external vendors, healthcare professionals (HCPs), and regional meeting planners to ensure smooth operations, compliance with regulations, and a consistently positive participant experience.
Key Responsibilities
Meeting & Event Coordination
Handle end-to-end administrative planning for Medical Education events (in-person, virtual, and hybrid), including venue booking, AV setup, transportation, accommodation, catering, and related services.
Oversee attendee registration, communications, and travel arrangements; ensure all details are accurately tracked and documented.
Support pre-event and post-event activities such as planning calls, evaluations, reporting, and budget reconciliation.
Maintain strict adherence to compliance requirements, company policies, and local regulations when interacting with HCPs and vendors.
Operational & Financial Management
Prepare and monitor event budgets, ensuring timely processing of vendor invoices and accurate financial reconciliation.
Utilize event management systems for tracking attendees, managing communications, and generating reports.
Produce detailed reports on logistics such as attendee lists, rooming, transportation schedules, and F&B plans.
Compliance & Documentation
Ensure compliance reporting for all event activities, including transparency and aggregate spend reporting.
Maintain accurate records and documentation to meet internal and legal standards.
Additional Responsibilities
Provide on-site or virtual event support when required.
Troubleshoot and resolve issues quickly to maintain smooth execution.
Perform ad hoc administrative tasks and support special projects as needed.
Requirements
3–5 years’ experience in meeting or event coordination, preferably in the healthcare or medical industry.
Strong organizational and multitasking skills, with the ability to manage tight deadlines and multiple priorities.
Business-level English proficiency and native-level Japanese required.
Excellent communication, customer service, and problem-solving abilities.
High attention to detail, accuracy, and compliance standards.
Proficient in event management tools and Microsoft Office Suite.
Ability to work flexible hours and travel (5–25%, domestic and/or international).
Competencies
Proactive and solution-oriented under pressure.
Strong interpersonal skills with a professional and service-minded approach.
Capable of managing concurrent deadlines and adapting to a fast-paced environment.
Ethical, reliable, and able to maintain confidentiality.