Administrative Assistant

Mitsubishi Tanabe Pharma • Jersey City, NJ

5h • $60,000 - $72,000

About The Position

Entrepreneurial Spirit, Rooted in Tradition . Tanabe Pharma America, Inc. (“TPA”) is a U.S. subsidiary of Tanabe Pharma Corporation in Japan, which touts a storied reputation more than 300 years in the making. Our parent company - one of Japan’s most respected - is a research-driven pharmaceutical company that has tirelessly pursued medical breakthroughs with global reach. Tanabe Pharma Corporation has discovered and produced several first-in-class medicines for serious diseases, including multiple sclerosis (MS), diabetes mellitus (DM), amyotrophic lateral sclerosis (ALS), and is currently developing medicines in Neurology in Parkinson’s (PD), Spinal Cord Injury (SCI), and in high unmet areas in Immunology and Oncology. TPA is rapidly expanding its operations across all functional areas. TPA’s commitment to patients and their communities continues with a robust late-stage pipeline of investigational treatments for difficult-to-treat diseases and commercializing products with significant unmet medical needs in North American markets. In the United States, TPA launched rare disease treatments including RADICAVA® (edaravone) injectables in 2017 and RADICAVA® (edaravone) oral suspension in 2022. The company handles research, clinical development, sales, marketing, medical affairs, supply chain, and business development functions. TPA is dedicated to improving the treatment environment for those with debilitating diseases, researching on real-world evidence, and creating hope for all facing illness. Provides administrative support to the Chief Business Officer and multiple individuals within the Department. The Administrative Assistant must be able to work independently and proactively, seeking out opportunities to create efficiencies.

Requirements

• Minimum high school diploma or certification required. Associate’s or bachelor’s degree a plus
• At least 5 years of experience in an administrative capacity with experience in a healthcare company/environment
• Knowledge of principles and practices of organization, planning, records management and general administration
• Ability to prioritize work assignments
• Competency in Windows, MS Office (Word, Excel, PowerPoint) and other relevant computer software
• Strong communication skills, verbal and written
• Excellent organizational and time management skills
• Exceptional attention to detail
• Ability to work independently with limited guidance and direction
• Good analytical and problem-solving skills

Nice To Haves

• Conversational Japanese is a plus

Responsibilities

• Perform general administrative duties including but not limited to making travel arrangements (domestic and international); processing expense reports; processing invoices and tracking expenses.
• Proven experience coordinating international travel, including managing passport and visa requirements, tracking documentation, and ensuring compliance with country-specific entry regulations.
• Be knowledgeable of and adhere to corporate travel and expense policies when assisting with travel arrangements and expense reporting.
• Keep and update a calendar for assigned individuals/departments and integrate with other organizational calendars to schedule key events.
• Serve as a main point of contact for external agencies in scheduling ad hoc or recurring meetings with assigned individuals/departments.
• Assist assigned individuals/departments in managing group cost center budgets, including monthly budget reconciliation with external vendors and internal Finance and Accounts Payable teams.
• Budget responsibilities also include managing the Purchase Order (PO) process (opening POs and providing PO #s to vendors), tracking spend against allocated budget, vendor invoice submission, and monitor status of payments.
• Manage and coordinate the process of obtaining signatures on important documents and contracts (e.g., CDAs, MSAs, SOWs, etc.)
• Coordinate the planning of visitors to the building. Schedule meeting room (or workspace) to use, assist with registering with lobby security, and escort from lobby to meeting room/workspace. Assist with any other visitor’s needs.
• Schedules, plans, and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other internal and/or external groups, including catering needs, supplies and handout material, if appropriate
• Attend meetings as appropriate and gather meeting minutes, following up on action items where appropriate.
• File and retrieve organizational documents, records, and reports in appropriate electronic shared folders or SharePoint systems.
• Proactively identify processes and systems to increase efficiency and reduce costs to the organization if appropriate.
• Create, update, and facilitate complex and busy travel itineraries of multiple individuals.
• Assist in the preparation of reports, presentations and other documents specifically including ability to create, edit and format slides in PowerPoint.
• Manage multiple Outlook calendars with expertise (staff and department).
• Create, maintain, and enter information into databases.
• Assist other administrative staff in scheduling and supporting meetings outside the specific department or area assigned to support.
• Support functional / corporate project-based work
• Perform other departmental duties as assigned.

Benefits

• TP provides a competitive benefits package inclusive of Medical and Dental health benefits, short-term and long-term disability plans, Company Paid and Supplemental Life insurance and additional voluntary benefits such as Critical Illness Insurance, Accident Insurance, Legal Plan, and ID Theft Protection.
• In addition, we provide a generous PTO policy based on tenure, commencing with 24 PTO days, pro-rated based on hire date.
• This position is eligible to participate in our annual Short-Term Incentive (STI) program.
• Specific information about the plan including eligibility rules and target, will be furnished upon hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED