Sr. Executive Assistant
Astellas

Job Info

Do you want to be part of an inclusive team that works to develop innovative therapies for patients? Every day, we are driven to develop and deliver innovative and effective new medicines to patients and physicians. If you want to be part of this exciting work, you belong at Astellas!



Astellas Pharma Inc. is a pharmaceutical company conducting business in more than 70 countries around the world. We are committed to turning innovative science into medical solutions that bring value and hope to patients and their families. Keeping our focus on addressing unmet medical needs and conducting our business with ethics and integrity enables us to improve the health of people throughout the world. For more information on Astellas, please visit our website at www.astellas.com.



This position is based in Cambridge, MA. There is an opportunity for hybrid work (50% in the office and 50% remote).

Purpose:

The primary focus of this position is to effectively provide administrative support to the Director/Sr. Director/VP/SVP and/or department. This position functions as general ambassador and communication interface between teams and other departments and external contacts. Responsibilities include calendar management; document and presentation production / editing; travel logistics; preparation for external meetings and luncheons; expense report and purchasing processing; tracking; and general filing. Collects, coordinates and maintains confidential and sensitive information regarding personnel and products.

Essential Job Responsibilities:


* This position is responsible for high level administrative support for the respective executive and/or department.
* Key characteristics include: customer service focused, proactive, flexible, approachable, patient, courteous, tactful and diplomatic.
* Frequently prepares and creates complex presentations taking advantage of appropriate software programs and available audio and video equipment.
* Ensures presentation is appropriate to meet the needs of the subject matter, the presenter and audience. Takes advantage of latest technology, using both inside and outside resources.
* Frequently schedules meetings for multiple personnel and off-site meetings, Negotiates with site to ensure all needs are met. May assist in arranging air and ground transportation.
* Frequent inter-departmental interaction. Interacts with internal personnel on significant matters often requiring coordination between functional units.
* Frequent external interaction of high importance
* Provides high level administrative support including departmental correspondence and understands the daily management and operations of the computer and printer, phones and voice mail, mail, calendars, faxing, copying, and scanning. Is saught after to troubleshoot complex problems, make necessary adjustments and/or the ability to use many of the advanced features.
* Operates audio and video equipment with the ability to coordinate conferencing with large groups. Have the ability to use advanced features and external components of equipment with the ability to troubleshoot complex problems. Routinely uses multi-media projector
* Prepares invoices, purchase orders, expense reports, makes travel arrangements with the ability to understand and coordinate complex travel schedules, files sensitive documents, and orders office supplies assuring proper levels are maintained with minimal direction.
* Coordinates oral and written communications on behalf of the departmental teams as requested by manager.
* Demonstrated ability to accurately interpret instructions to complete tasks with minimal supervision, effectively communicates (verbal and written), expresses ideas and needs with individuals and groups, adjusts terminology as appropriate, and complies with accepted standards.
* Possesses advanced writing, editing, spelling, grammar, formatting and standard business correspondence skills.
* Assists on special projects within area and routinely trains others in specific tasks as needed.

Organizational Context:


* Individual contributor role
* Reports directly to the Director/Sr. Director/VP/SVP





Qualifications:


* High school diploma or equivalent required. Minimum seven years experience of senior level administrative support, preferably in a pharmaceutical company setting.
* Must exhibit characteristics of a team player who can work independently as well as within a group setting and can interface across multiple departments and levels of management.
* Demonstrated skill proficiency in Microsoft Office. Advanced proficiency in a variety of software and PC functions and a high level of confidence in learning a variety of software for
databases, spreadsheets.
* Excellent oral and written communication skills with an ability to work within an environment which utilizes both in-house and out-sourced (contract/temporary) resources.
* Advanced typing skills (50-65 wpm) required. Ability to proof read for clarity and grammatical errors essential.
* Excellent organizational skills, effective project management skills and commitment to meeting deadlines and work well under pressure.
* Demonstrated ability to be discreet, flexible, work independently, prioritize and manage assignments to ensure critical issues are addressed or brought to the attention of the
appropriate expert within the department(s).
* Self motivated, detail oriented, takes the initiative and is able to work independently without close supervision and with all levels of management.
* Must be circumspect in handling highly confidential and sensitive information. Understands and applies Astellas values, maintains and demonstrates high ethical standards in conducting
Astellas business.

Preferred


* College preferred
* Experience working in pharma, biotech or healthcare strongly preferred
* Experience supporting Mergers & Acquisitions and/or Business Development teams preferred

Benefits:


* Medical, Dental and Vision Insurance
* Generous Paid Time Off options, including Vacation and Sick time, plus national holidays including year-end shut down
* 401(k) match and annual company contribution
* Company paid life insurance
* Annual Corporate Bonus and Quarterly Sales Incentive for eligible positions
* Long Term Incentive Plan for eligible positions
* Referral bonus program

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Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled