Administrative Coordinator, O-Nexus

Administrative and Sales support

This role is a dynamic opportunity to serve as the Administrative and Sales support for the Site Manager and Sales & Relationship Manager team at Osaka Life Science Nexus (O-Nexus), the new CIC innovation campus in Nakanoshima, Osaka. The successful candidate will be integral in establishing the operational foundation for this strategic, brand-new center.

ABOUT CIC & Osaka Life Science Nexus(O-Nexus)

CIC builds and operates a global network of innovation campuses where startups, scale-ups, corporations and public entities connect, work, and grow. Founded in 1999, CIC manages more than 1.5M square meters of innovation-focused workspace, laboratories, and event space across North America, Europe and Asia. Additionally, CIC develops innovation-related programming, builds and enables industry clusters, and provides world-class innovation consulting.
Osaka Life Science Nexus will combine workspace and high-impact programming to become a physical center of gravity for the innovation community and help to connect the region to the global innovation ecosystem, notably featuring a unique medical complex in Japan dedicated to life science related industries. This strategic expansion marks CIC’s third innovation campus in Japan and 11th global location. Furthermore, (O-Nexus) will include small-scale offices and incubator spaces for industry-academia-hospital collaboration by occupying the 8F & 9F of the Nakanoshima Qross Building. This location will house approximately 123 private offices, a coworking space with approximately 30 seats, conference rooms, a kitchen/cafe space, a game room, and other amenities shared by tenants.

Learn more about us here.

ABOUT YOU

Site Director of O-nexus has a driven work style and engages in a wide variety of activities. A key function of the role is to amplify her ability to accomplish his day-to-day work, both at CIC and in his external roles. Your role as a self-motivated, confident individual will involve providing administrative support with diplomatic grace. As an excellent planner, you’ll need to anticipate needs, identify potential confusions and errors, and often adapt to non-standard working hours. We prioritize hiring service-minded individuals who are reliable, clever, and capable of working independently. Ideal candidates are personable, highly organized, and excel in communication, both written and verbal, with strong skills in managing time and details. You should also be calm and adaptable in busy environments, demonstrating resilience in the face of uncertainty and last-minute changes.

YOUR DAY-TO-DAY WORK

• Master of calendar Tetris: heavy calendar management involving scheduling the Site Director’s appointments and travel (domestic and international), maintaining an organized calendar while determining priorities, working with the schedules of other team members, juggling Site Director’s professional commitments, and adapting to last-minute changes.

• Manage significant travel for the Site Manager: booking hotels, flights, and ground transportation as well as being on call during travel situations. Respond to travel and schedule changes, monitor email, and deal with any issues that arise, inside or outside of normal business hours.

• Providing general support to your team by helping to address workspace inquiries from prospective clients, vendors, real estate brokers or other partners via email, phone, or in person; scheduling and doing tours, being a first point of contact for requests, and including answering calls.

• Sales marketing support such as working with the internal and external marketing team and vendor; do required tasks such as making a target client list, marketing ads design, reviewing and writing of articles, sending messages from web contact form and marketing campaign emails, analyzing the results.• Building specific proposals for our future clients based on their criteria with the support of the Sales Team.

• Reconcile the Site Director’s expenses and create expense reports. Internal “courier”: retrieving and delivering materials, as well as handling the ordering and distributing of food, office supplies, mail, and personal items.

• Additional tasks and work may be assigned.

YOU HAVE

• 3-5 years of professional administrative experience; exceptional recent college graduates may also be considered if you have relevant experience.

• Excellent communications skills both in Japanese and English.

• Willingness to help and support others, an ability to think creatively about how to maximize time, and the capacity to juggle many details and activities.

OUR OFFER

• Permanent contract.

• Commuting / Transportation Allowance.

• Massage session once a month.

• Private pension plan.

• Allocated budget for training (customized to specific requirements of the role and organization's objectives).

Please submit your application in English.

Thank you!CIC welcomes all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status or disability. We are proud to be an equal opportunity employer. Measures against passive smoking: No smoking indoors allowed. Smoking is not permitted outside of designated areas.