Senior Administrative Assistant Commercial
Senior Administrative Assistant Commercial
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Overview
This role will provide administrative support to Commercial Teams (or as assigned) in all daytoday 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 followup 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 .
- 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 (MSAs SOW CDA etc.
- Manage the payment process by creating purchase orders and processing invoices for payment collaborating with Finance partners as a teams 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 onsite as assigned
- Perform other administrative or office duties and Adhoc 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 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 effectively organize and prioritize tasks to achieve established deadlines
- Ability to interface with administrative support teams of Senior Leadership team
- Must be a selfstarter flexible and be able to multitask
- Attention to detail; excellent organization and followup 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
Please note: there are multiple opportunities available on this growing team.
EEO
Shionogi Inc. is an equal opportunity/affirmative action employer.
All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race color religion sex (including pregnancy) sexual orientation gender identity 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 in compliance with all federal state and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are in fact nondiscriminatory.
If you are qualified individual with a disability or a disabled veteran you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request accommodations by callingor by sending an email to
Required Experience:
Senior IC
Employment Type
Full-Time
