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Administration Group, Administration Group > Office AdministrationGeneral Summary:
General Summary
Provide strategic business operations and executive administration support to the Japan Sales Director and leadership team. This role serves as a trusted business partner responsible for executive calendar management, stakeholder coordination, operational process governance, budget and vendor administration, and internal business support activities. The position drives operational excellence, enhances leadership productivity, and ensures seamless collaboration across internal teams, customers, partners, and executive stakeholders.
Key Responsibilities
Executive Administration & Leadership Support
- Manage complex executive calendars, priorities, and scheduling for the Japan Sales Director.
- Coordinate internal and external meetings, customer engagements, executive briefings, and business reviews.
- Act as a primary point of contact for executive assistants and administrative partners across customers, partners, and Qualcomm global organizations.
- Support travel planning, itineraries, logistics, and related administrative requirements.
- Anticipate scheduling conflicts and proactively optimize executive time utilization.
Stakeholder Coordination & Communications
- Facilitate communication between internal teams, customers, channel partners, and executive offices.
- Coordinate leadership meetings, staff meetings, off-sites, and cross-functional business reviews.
- Ensure timely follow-up of action items and key business decisions.
- Support preparation and distribution of executive communications, presentations, and reporting materials.
Business Operations & Process Management
- Manage and oversee internal operational processes including purchase requests, vendor onboarding, contract administration, invoice processing, and payment tracking.
- Ensure compliance with internal policies, procurement requirements, and financial governance processes.
- Partner with Finance, Procurement, Legal, HR, and shared service teams to drive efficient execution of operational activities.
- Maintain operational documentation and process guidelines to improve efficiency and consistency.
Budget & Vendor Administration
- Track departmental budgets, expenditures, accruals, and purchase commitments.
- Support annual budget planning and ongoing financial monitoring.
- Coordinate agency, supplier, and service provider engagements.
- Monitor vendor performance and ensure timely completion of administrative and financial requirements.
Meeting Governance & Business Cadence
- Drive operational rhythm for leadership meetings and business reviews.
- Develop meeting agendas, collect inputs, record action items, and track execution progress.
- Maintain organizational dashboards, reports, and operating mechanisms that provide visibility into key business activities.
- Support quarterly business reviews and leadership reporting requirements.
Special Projects & Organizational Initiatives
- Manage special projects that improve organizational effectiveness and business operations.
- Coordinate internal events, leadership visits, customer engagements, and team activities.
- Support organizational change initiatives and process improvement efforts.
- Drive continuous improvement by identifying opportunities to simplify workflows and eliminate inefficiencies.
Operational Excellence & Reporting
- Establish and maintain operational tracking mechanisms and reporting processes.
- Provide leadership with regular updates on operational activities, project status, and key milestones.
- Ensure accuracy, confidentiality, and professionalism in handling sensitive business information.
- Partner across global and regional teams to align operational practices and governance standards.
Required Qualifications
- Bachelor’s degree and 3+ years of Business Operations, Executive Administration, Program Management, Chief of Staff support, or related experience OR Associate’s degree and 5+ years of relevant experience.
- Demonstrated experience supporting senior executives in a fast-paced corporate environment.
- Proven ability to manage highly complex calendars, executive priorities, and stakeholder relationships.
- Experience managing operational processes, procurement workflows, budget tracking, and vendor administration.
- Business-level Japanese and English communication skills (written and verbal).
- Strong organizational skills with the ability to manage multiple priorities with accuracy and discretion.
Preferred Qualifications
- Experience supporting business leaders within technology, semiconductor, telecommunications, or multinational organizations.
- Experience working with executive leadership, customers, and external business partners.
- Knowledge of procurement, finance, expense management, and internal approval workflows.
- Strong project management capabilities with attention to detail and process improvement mindset.
- Advanced proficiency with Microsoft 365, collaboration tools, and enterprise workflow systems.
- Ability to operate independently while maintaining strong cross-functional collaboration and stakeholder engagement.
Minimum Qualifications:
• Bachelor's degree.OR
Associate's degree and 2+ years of Office Administration or related work experience.
OR
High School Diploma or equivalent and 4+ years of Office Administration or related work experience.
Applicants: Qualcomm is an equal opportunity employer. If you are an individual with a disability and need an accommodation during the application/hiring process, rest assured that Qualcomm is committed to providing an accessible process. You may e-mail [email protected] or call Qualcomm's toll-free number found here. Upon request, Qualcomm will provide reasonable accommodations to support individuals with disabilities to be able participate in the hiring process. Qualcomm is also committed to making our workplace accessible for individuals with disabilities. (Keep in mind that this email address is used to provide reasonable accommodations for individuals with disabilities. We will not respond here to requests for updates on applications or resume inquiries).
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