Administrative Assistant

Sumitomo Pharma•Marlborough, MA

8d•Remote

About The Position

Sumitomo Pharma America is seeking an Administrative Assistant to provide high-level administrative and operational support to four Vice Presidents in its R&D Oncology organization. The role works closely with the Executive Assistant to the CMO and helps ensure smooth day-to-day operations, leadership productivity, and support for departmental initiatives in a fast-paced pharmaceutical environment. The ideal candidate is proactive, flexible, detail-oriented, highly organized, and able to manage multiple priorities while maintaining professionalism and confidentiality. This is a primarily remote role. The employee must be located near the Marlborough, Massachusetts location because monthly onsite attendance is required. Periodic onsite meetings and domestic or international travel may also be required. The position supports executive scheduling, travel and expenses, communications, meetings and events, project tracking, and departmental operations. It also provides backup support to the CMO and Executive Assistant and serves as a department point of contact for facilities, IT, and HR requests.

Requirements

3–5+ years of administrative support experience.
Demonstrated experience supporting multiple leaders simultaneously.
Strong proficiency in Microsoft 365, including Outlook, Teams, Excel, Word, and PowerPoint.
Exceptional organizational skills and ability to prioritize competing demands.
Excellent written and verbal communication skills.
Ability to handle confidential information with discretion.
Strong attention to detail, accuracy, and follow-through.
Flexibility to work in a dynamic, fast-paced environment.
Willingness and ability to collaborate across time zones for global coordination.
Ability to use a personal computer for extended periods.
Ability to exercise appropriate judgment and work with initiative and independence.

Nice To Haves

Administrative support experience in the pharmaceutical, biotech, or healthcare industry.
Experience supporting senior leadership at the Vice President level or above.
Familiarity with medical or scientific terminology or pharmaceutical R&D environments.
Experience with expense reporting tools such as Concur and procurement systems.
Ability to work in a dynamic, matrixed environment with shifting priorities.

Responsibilities

Manage complex calendars for four Vice Presidents, including scheduling meetings, coordinating availability, and resolving conflicts.
Coordinate domestic and international travel, including flights, accommodations, itineraries, and expense reconciliation.
Complete expense reports and reconcile American Express expenses.
Screen, prioritize, and route communications, ensuring timely responses and follow-through.
Assist with planning and executing team meetings, town halls, and offsites, including logistics and agendas.
Track deadlines, deliverables, and key milestones for departmental projects.
Coordinate onsite program team meetings, including meeting-space reservations and catering.
Contribute to department-wide planning, communications, event preparation, and special projects.
Provide backup to the CMO and Executive Assistant and support the R&D Oncology organization.
Maintain organizational charts, distribution lists, and team records.
Process purchase orders, vendor requests, and departmental invoices.
Assist with onboarding new employees by scheduling orientation meetings and coordinating equipment requests.
Serve as the department point of contact for facilities, IT, and HR-related requests.
Achieve and maintain compliance with applicable regulatory, legal, and operational rules and procedures.