Senior Administrative Assistant, Global Scientific Operations

The Senior Administrative Assistant plays an integral part of the Global Scientific Operations (GSO) team providing centralized support to diverse functions under GSO including Global Healthcare Value & Access (gHCVa) Global Epidemiology & Real World Evidence (GE) and Global Medical Affairs (GMA). The Sr. Administrative Assistant is responsible for performing a variety of tasks such as meeting logistics managing domestic and international travel generating expense reports providing administrative support of internal knowledge management and strategic planning portals as well as gather research information as needed. The Senior Administrative Assistant will play a pivotal role in meeting planning documentation routing filing and handling including processing invoices contracts and licenses. With a focus on detail organization and effective communication this role will contribute to the overall efficiency and success of GSO at Shionogi Inc.

• Coordinate teleconferences virtual meetings on-site meetings vendor and / or team meetings and take meeting minutes as requested.
• Facilitate travel arrangements both domestic and international ensuring meticulous arrangements of accommodations transportation and troubleshooting for team members including publishing and calendaring all itineraries and plans.
• Provide a high level of support to office visitors ensuring a seamless and positive experience.
• Prepare and reconcile expense reports in accordance to company policy.
• Conduct business while maintaining confidentiality of sensitive information.
• Communicate company messages alerts new policies and practices as disseminated by company leadership.
• Coordinate review and approval of all contracts invoices and POs required by the department utilizing company-based systems and interfaces.
• Ensure all pertinent project-related content is uploaded to company-based systems.
• Conduct basic desk research to locate and compile publicly available business information on requested topics.
• Coordinate administrative onboarding activities for new employees and contractors including facilitating access to required equipment tools and resources.
• Perform copying faxing filing mailing overnight/shipping as required.
• Coordinate the ordering of supplies materials publications services etc.
• Contribute and participate in the administrative assistant community/network to help deliver operational efficiencies and effectiveness.
• Other administrative duties as assigned.

Qualifications

• High school diploma with an associates degree preferred.
• Minimum of 4 years of progressively responsible administrative experience required preferably supporting senior or executive-level staff within the pharmaceutical biotechnology or a related industry.
• Advanced proficiency with Microsoft Office/Microsoft 365 including Outlook Word PowerPoint Excel Teams and similar collaboration tools.
• Demonstrated experience coordinating complex meetings schedules travel and administrative activities across multiple stakeholders and priorities.
• Experience handling confidential and sensitive information with discretion.
• Strong written and verbal communication skills.

Competencies

• Demonstrates strong organizational skills effectively managing multiple tasks schedules deadlines and competing priorities.
• Effectively coordinates activities across multiple stakeholders schedules vendors systems and workstreams to support timely and accurate execution.
• Maintains a high degree of accuracy and completeness in scheduling travel arrangements expense reporting documentation data entry and administrative processes.
• Communicates clearly professionally and effectively with internal and external stakeholders both verbally and in writing.
• Builds effective working relationships and responds professionally to the needs of colleagues leaders vendors visitors and other stakeholders across organizational levels.
• Proactively identifies administrative needs follows through on commitments and takes appropriate action to support efficient team operations.
• Uses sound judgment to address routine administrative issues identify appropriate next steps troubleshoot problems and recognize when escalation is required.
• Responds effectively to changing priorities schedules requests and business needs in a dynamic environment.
• Handles confidential proprietary and sensitive information with appropriate discretion and professionalism.
• Demonstrates proficiency with Microsoft 365 and relevant business systems and quickly learns and navigates new tools platforms and processes.
• Works effectively across teams and functions and contributes to the administrative community by sharing practices and supporting operational effectiveness.
• Demonstrates professionalism integrity responsiveness and sound business etiquette in all interactions.
• Locates verifies organizes and compiles publicly available business information in response to defined requests.

Other Requirements

• Must live a commutable distance to our US Corporate Headquarters in Florham Park NJ. Office presence required at least 50% of the time per month.

Essential Physical and Mental Requirements

• Ability to articulate clearly and conduct verbal presentations with large and small audiences.
• Ability to travel via automobile and/or airplane.
• Ability to view video display terminal images < 18 away from face for extended period of time up to four (4) hours at a time.
• Ability to operate a computer keyboard and telephone.
• Ability to sit for extended periods of time up to four (4) hours at a time.

Additional Information

The base salary range for this full-time position is $70000-$95000. 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 vehicle allowance bonus long-term incentive or any additional compensation that may be associated with this role.

#LI-DNI

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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