Administrative Assistant & Event / Facilities Coordinator

Requisition ID:  34643  

At Terumo Blood and Cell Technologies, our 8,000+ global associates are proud to come to work each day, knowing that what we do impacts the lives of patients around the world.

We make medical devices and related products that are used to collect, separate, manufacture and process various components of blood and cells. With our innovative technologies and service offerings, we touch a patient’s life every second of every day and are committed to continuing to increase the number of patients we serve.

With some of the best and brightest minds in the industry, an unmatched global footprint, comprehensive benefits and a distinct culture, Terumo Blood and Cell Technologies is a great place to work, grow and be part of a team that is focused on making a difference. Consider joining our team and unlock your potential.

JOB SUMMARY

Under general supervision, supports various functions in the organization by providing a high level of administrative expertise. Customers are both internal and external; including activities associated with organizing congresses, meetings and other events. At all times you will provide a highly professional, written and verbal, service that may be of a confidential nature. You should have excellent organizational skills and be flexible in your approach.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides high level of administrative expertise & support

• Schedule national and international travel arrangements, processes expense reports for directors or executives
• Participates in Team meetings as required, report on minutes & follow up on actions, which confidential in nature:, Staff meetings, CM, Commercial Summit, Team meetings, etc.

• Establishes meeting locations and coordinates arrangements.
• Maintains effective working relationships with people at all levels within the company including vendors, customers, employees, consultants, etc.
• Establishes, revises and maintains office filing systems that require the filer to employ knowledge of department operations, discretion in determining the proper place for filing documents, and to have an effective retrieval system.
• Professionally handles both routine and non-routine requests for information and assistance using discretion in determining whether the situation can be handled personally or should be referred to the supervisor or others for disposition.  In addition, uses professional tact in those cases where requested services or information cannot be granted without further review.
• Identifies process improvements where necessary and assists in planning and implementing new procedures and programs.
• Establishes implements and maintains procedures and systems for processing work and cyclical tasks and projects, communicating schedules, keeping records, 360 meetings, agendas, etc.
• Keeps track of team’s whereabouts and is point of contact for internal or external customers when needed.
• Back-up to other assistants during sickness, holiday leave etc…
• Participation and sharing in assistant team meetings and activities to ensure efficiencies in workload priorities.

• Provide administrative support to the Latam GM:
• Support proactively & efficiently Commercial team in LATAM
• Assure meetings run smoothly: build and share agenda promptly, share key messages and
• action items without delay, follow up on action items
• Organize extensive travels and multiple visa requests
• Collaborate & liaise with associates across functions and hierarchical levels
• Think proactively, facilitate communications
• Ability to prioritize work and keep calm when under pressure
• Demonstrate organizational skills and ability
• Suggest more efficient ways (when requested) to run meetings
• Microsoft Teams literate

EVENTS COORDINATOR SCOPE:

• Make events effective, cost efficient and memorable
• Communicate efficiently at all levels to ensure that timelines are met
• Own all event aspect from venue choice to success metrics
• Oversee the planning and execution of 100-person events
• Ensure compliance with insurance, legal, health & safety obligations
• Propose ideas & provide feedback
• Drive the company’s values and critical commitments in each event
• Work well independently and with teams  
• Microsoft Teams literate
• Keep timelines under control, prior, during and after the events
• Keep communications with guests, stakeholders throughout
• Develop content for event materials and work with designer agency, marketing, etc. to produce materials (build Decks, call to creativity)
• Follow up with surveys on the success of the events

FACILITY SCOPE

• Coordinate activities with vendor or building administrator in case of maintenance or repair
• Manages office supplies: library, food and beverage, etc

MINIMUM QUALIFICATION REQUIREMENTS

Education

Requires a minimum of a secretarial degree or similar through experience.

Experience

4 to 8 years’ experience in office administration in a multinational company, in the same functional area.

Skills

• In line with Terumo BCT's Core competencies

(Ensures Accountability, Collaborates, Customer Focus, Plans and Aligns, Instills Trust)

• Requires excellent knowledge of English, both verbal and written.
• Good verbal and written communication skills in Portuguese is an added value
• Requires broad base understanding and proficiency in use of Microsoft Office. (word, excel, PowerPoint, outlook)
• To be self-directing and to work with a minimum of supervision.
• Being able to deal effectively with complexity, having an eye for detail.
• Requires ability to plan and meet deadlines, prioritize, and to handle several projects simultaneously.
• Requires effective interpersonal skills and behaviors conducive to a service/team-oriented environment (e.g., diplomacy, tact, flexibility, confidentiality, accuracy, positive approach).
• Excellent problem-solving capability with creativity in providing solutions to new issues or in exploring alternatives.
• Requires creative and pro-active thinking, good judgment and the ability to make sound decisions.
• Experience in handling high volume, and complex administrative work is desirable.
• Will be expected to travel.
• Requires knowledge and ability to organize meetings, seminars, conferences, and other arrangements.

ADDITIONAL INFORMATION

• This position is Buenos Aires- based
• Hybrid mode
• This position reports to the  Latam GM

• Terumo Blood and Cell Technologies is part of Terumo Group, founded in 1921 and headquartered in Tokyo, Japan.
• In 2024, Terumo Blood and Cell Technologies reached $1.5 billion in revenue.
• We employ nearly 8,000 associates globally, with global headquarters in Lakewood, CO, U.S., and regional headquarters in Brussels, Buenos Aires, Singapore and Tokyo.
• We manufacture devices, disposable sets and solutions at our facilities in Belgium, India, Japan, Northern Ireland, the U.S. and Vietnam. Our global presence enables us to serve customers in more than 130 countries.
• Our core values help set our direction, guide our actions and keep us true to our corporate mission of contributing to society through healthcare.
  • Respect – Appreciative of others
  • Integrity – Guided by our mission
  • Care – Empathetic to patients
  • Quality – Committed to excellence
  • Creativity – Striving for innovation