Executive Administrative Coordinator

Department Info

At Terumo Interventional Systems, we constantly work to refine and perfect our products so that interventionalists can do more. That is why we support great thinking that pushes back the boundaries of our field.

We are committed to innovation that embraces intricacies and complexities. Our exceptional tools and education programs empower physicians with the confidence they need to perform ever-more challenging procedures and spark progress.

Job Summary

As Executive Administrative Coordinator, you will support the Global President of Terumo Interventional Systems and contribute to the smooth operation of a high‑visibility executive office across multiple time zones. You will be part of a team of two assistants (one executrive assistant in Japan and you), reporting to the Chief of Staff of the President. 

The role covers the full scope of executive assistant responsibilities, with a strong focus on complex global travel coordination, agenda management, and general support. This is a hybrid role, mainly home‑based, with occasional travel to meetings in the European region.

Job Responsibilities

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.

Profile Description

Experience and Background

Proven experience as an Executive Assistant or Executive Administrative Coordinator supporting senior leaders in an international environment.

Demonstrated experience in global travel management, including complex, multi‑leg international itineraries.

Ability to understand business context and priorities in order to support effective agenda management and gatekeeping decisions.

Experience in the medical devices industry is key.

Skills and Competencies

Strong organisational and time‑management skills, with the ability to manage multiple priorities simultaneously.

Sound judgement and confidence to prioritise, set boundaries and perform gatekeeping in a respectful and professional manner.

Clear, professional written and verbal communication skills in English; comfortable interacting with senior internal and external stakeholders.

High level of discretion, confidentiality, diplomacy and professional maturity.

Strong digital skills, including Microsoft 365 , Travel & Expense management tools.

Ability to work independently in a fast‑paced environment with changing priorities and tight deadlines.

Working Style and Availability

Comfortable working in a dynamic environment with frequent interruptions and periods of high workload.

Willingness to be available outside standard working hours when required due to global time zones.

Willingness to travel occasionally (approximately every two months, mainly in Europe).

Offer

A role supporting the Global President of an international healthcare division.

Close collaboration within a small, trusted executive support team.

A hybrid working model, primarily home‑based, offering flexibility and autonomy.

Exposure to senior leadership and strategic topics within a purpose‑driven healthcare organisation.

Competitive salary package, access to a large offer of learning opportunities to increase your professional skills and country specific benefits.

We are open to hire in all countries where Terumo has a legal entity, with a preference to hire in Switzerland, Belgium, France, Spain, Poland, Germany and The Netherlands.

Contact Person

Jan Swinnen