Executive Assistant & Corporate Administration, GM Office

This is where your work makes a difference.

At Baxter, we believe every person—regardless of who they are or where they are from—deserves a chance to live a healthy life. It was our founding belief in 1931 and continues to be our guiding principle. We are redefining healthcare delivery to make a greater impact today, tomorrow, and beyond.

Our Baxter colleagues are united by our Mission to Save and Sustain Lives. Together, our community is driven by a culture of courage, trust, and collaboration. Every individual is empowered to take ownership and make a meaningful impact. We strive for efficient and effective operations, and we hold each other accountable for delivering exceptional results.

Here, you will find more than just a job—you will find purpose and pride. 

Key Responsibilities:

Executive Assistant to GM

• Manage the GM’s scheduling and calendar
• Draft, review, and send communications on behalf of the GM
• Organize and prepare for meetings, including logistics, agendas, and materials
• Manage vendors providing services to the GM
• Support the GM with expense management using internal systems
• Arrange domestic and international travel
• Coordinate and host visitors from the global team
• Provide support to other directors as needed

Corporate Administration (Adjunct Role)

• Oversee corporate administration and general affairs operations, working closely with relevant stakeholders
• Handle invoice processing and payment procedures, ensuring accuracy and compliance with internal policies
• Support company‑wide administrative operations and inquiries
• Assist with company‑wide events such as Town Hall meetings, National Kick‑off meetings, and other corporate administration matters

Internal Communications

• Coordinate internal newsletter production, including collecting information, drafting articles, editing content, designing layouts, and managing publication and distribution schedules
• Liaise with internal stakeholders to ensure timely and accurate submission of content
• Ensure consistency with corporate branding, tone, and communication guidelines

Additional Responsibilities / Value‑Add Areas

• Provide basic IT support coordination, liaising with IT vendors, supporting office systems, and assisting end users as needed
• Support external communications and PR‑related administrative tasks
• Assist with website content updates or vendor coordination as required

Qualifications & Experience:

• 5+ years of experience as an Executive Assistant and/or in executive‑level administrative roles
• Experience in a subsidiary of a global company or in a multicultural/multinational environment preferred
• Strong background in corporate administration or general affairs
• Experience in invoice processing and payment operations preferred
• Exposure to IT support, corporate communications (PR), or website updates desirable
• Proficiency in MS Office:• Word (document creation, tabulation, formatting)
• Excel (data entry, table creation, VLOOKUP, Pivot Table, IF functions)
• PowerPoint (presentation creation and formatting)
• Outlook (calendar and email management for self and GM)

• Familiarity with systems such as Coupa, Concur, Workday, or similar tools preferred
• Business‑level communication skills in Japanese and English, both verbal and written
• Flexibility, strong sense of ownership, and high ethical standards
• Ability to multitask and prioritize effectively
• Strong time‑management and organizational skills with high attention to detail
• Ability to work effectively in a matrixed organization with diverse stakeholders

Equal Employment Opportunity

Baxter is an equal opportunity employer. Baxter evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.

Reasonable Accommodations

Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information.

Recruitment Fraud Notice

Baxter has discovered incidents of employment scams, where fraudulent parties pose as Baxter employees, recruiters, or other agents, and engage with online job seekers in an attempt to steal personal and/or financial information. To learn how you can protect yourself, review our Recruitment Fraud Notice.