Senior Administrative Assistant - Commercial

Administrative Support Role

This role will provide administrative support to Commercial Teams (or as assigned) in all day-to-day processes including calendar management, contract management, meeting coordination, travel planning, processing expense reports, maintaining office supplies, and providing administrative and event logistic support as required. This role is pivotal in ensuring smooth operations and effective communication across teams and must have the ability to build and maintain professional presence and relationships, strong attention to detail, as well as excellent communication, organization and follow-up skills.

Responsibilities

• Manage executive and their team members calendars and schedule appointments/meetings
• Responsible for coordinating meetings across multiple calendars, reserving and preparing conference rooms, handling catering arrangements, taking detailed minutes, managing RSVPs, etc.
• Process expense reports for team members according to billing statements in timely manner
• Coordinate and assist with corporate and department initiatives development and execution.
• Coordinate extensive travel planning and itineraries for team members (both domestic and international) utilizing travel management software and working with a travel agency
• Manage Contract Process and navigate internal and external clients (MSA's, SOW, CDA, etc.)
• Manage the payment process by creating purchase orders and processing invoices for payment collaborating with Finance partners as a team's liaison
• Manage New Vendor set up to execute payment process in timely manner
• Coordinate with strategic partners to gather information needed to process contracts/payments/expense reporting
• Greet and interact with incoming guests with professional manner, escort to conference room, etc.
• Maintain and order office supplies as needed
• Perform research on specific topics and coordinate activities of projects/events
• Provide support in resolving administrative issues
• Printing, Copying, filing of the documents and materials
• Handle mailing overnight/shipping as requested
• Monitor department outlook inbox if assigned
• Support meeting/event on-site as assigned
• Perform other administrative or office duties and Ad-hoc projects as assigned
• Maintain/responsible for organizing and stocking supplies in the storage closet

Minimum Job Requirements

Qualifications

• Bachelors' degree preferred, but not required with applicable experience
• Minimum of seven (7) years of administrative experience with experience supporting multiple levels of management and their direct reports
• Experience supporting Commercial functions, such as Marketing and Market Access, is preferred
• Experience in the pharmaceutical industry highly preferred

Competencies

• Ability to build and maintain professional presence and relationships with business counterparts and within the team
• Excellent communication skills, both verbal and written
• Must demonstrate a high degree of confidentiality with regards to sensitive information
• Ability to thrive in a fast-paced environment and remain effective under pressure.
• Ability to effectively organize and prioritize tasks to achieve established deadlines
• Ability to interface with administrative support teams of Senior Leadership team
• Must be a self-starter, flexible and be able to multi-task
• Attention to detail; excellent organization and follow-up skills a must
• Ability to anticipate needs, and analyze and solve problems quickly and proactively
• Ability to make administrative/procedural decisions and judgments
• Demonstrate high levels of proficiency with Microsoft Office Suite of products (Office, Word, Excel, Power Point, Adobe) and SharePoint
• Ability to navigate and adapt in IT platforms (Concur, JDE etc.) and new upcoming technologies.

Other Requirements

• Must be familiar with a variety of administrative concepts, practices and procedures
• Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence is required at least 3 days per week.

Additional Information

The base salary range for this full-time position is $70,000- $95,000. Individual pay is determined by several factors, which include but are not limited to: job-related skills, experience, and relevant education or training. The range does not include the comprehensive benefits, bonus, long-term incentive, applicable allowances, or any additional compensation that may be associated with this role

EEO

Shionogi Inc. is an equal opportunity employer supporting individuals with disabilities and veterans. All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law. It is the policy of Shionogi Inc. to undertake affirmative action for protected veterans and individuals with disabilities in compliance with all federal, state, and local requirements to recruit a diverse pool of protected veteran and individuals with disabilities applicants and to ensure that our employment practices are, in fact, non-discriminatory.

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