Executive Assistant to CRDO

Astellas Pharma•Watertown, MA

1d•Hybrid

About The Position

The Executive Assistant to the Chief Research and Development Officer (CRDO) provides senior level administrative, operational, and strategic support to enable effective leadership, decision making, and execution across the global R&D organization. Serving as a trusted partner to the CRDO, this role ensures seamless orchestration of priorities, communications, and workflows within a fast paced, highly matrixed, and globally integrated environment. The position requires a high degree of professionalism, discretion, and sound judgment, with accountability for managing complex executive calendars, leadership meetings, and communications; supporting governance and leadership forums; and enabling cross functional collaboration with senior leaders, internal stakeholders, and external partners. The Executive Assistant plays a critical role in driving operational efficiency, maintaining alignment across R&D initiatives, and enabling the CRDO to focus on strategic objectives that advance the organization’s scientific, clinical, and business goals.

Requirements

High school degree, Associate’s degree, or equivalent.
Minimum of 5+ years of experience providing executive level administrative support, preferably supporting senior leaders within a complex, matrixed, or global organization.
Demonstrated experience managing complex calendars, meetings, and travel arrangements, including coordination across multiple time zones.
Strong written and verbal communication skills, with the ability to draft professional correspondence and interact effectively with senior leaders, internal stakeholders, and external partners.
Proven ability to handle highly confidential and sensitive information with discretion, integrity, and sound judgment.
Exceptional organizational and time management skills, with the ability to manage multiple priorities, anticipate needs, and adapt to changing demands in a fast paced environment.
High level of attention to detail and accuracy, with a commitment to delivering high quality work.
Proficiency in Microsoft Office and collaboration tools (e.g., Outlook, Teams, Word, PowerPoint, Excel), with the ability to quickly learn new systems and processes.
Strong interpersonal skills and a collaborative mindset, with the ability to build effective working relationships across functions and levels of the organization.
Ability to work independently, exercise good judgment, and take initiative while operating within established policies and guidelines.

Nice To Haves

BA/BS degree.

Responsibilities

Provide comprehensive, high level executive operations and administrative leadership support to the Chief Research and Development Officer (CRDO), enabling effective execution of strategic priorities, governance obligations, leadership engagements, and enterprise deliverables.
Serve as a trusted operational advisor to the CRDO, proactively identifying risks, dependencies, and opportunities across schedules, deliverables, and leadership commitments, and recommending solutions to support informed decision making.
Own and manage highly complex, fast changing executive calendars across global time zones; proactively anticipate needs, resolve conflicts, sequence priorities, and align schedules with enterprise objectives in close partnership with the CRDO Office and Executive Office.
Act as the primary gatekeeper for CRDO time and attention, ensuring optimal prioritization of internal and external engagements aligned with strategic and organizational priorities.
Serve as the operational steward of the R&D Leadership Team (RD LT) governance and operating rhythm, including:
Ownership and governance of RD LT distribution lists and access controls
Development and maintenance of the annual RD LT calendar and Yearly Wheel
Planning, scheduling, and supporting the full annual cadence of RD LT meetings in alignment with enterprise milestones and R&D priorities
Lead end to end coordination and execution of RD LT meetings and senior leadership engagements, including agenda development, materials coordination, logistics, action item tracking, and post meeting follow up to ensure accountability, alignment, and execution.
Schedule, plan, and coordinate quarterly face to face R&D Leadership Team (RD LT) meetings, including venue and meeting room selection, catering coordination, and end-to-end onsite logistics management to ensure a seamless and high quality leadership experience.
Plan, coordinate, and execute RD LT team building and engagement activities in conjunction with quarterly face to face RD LT meetings, aligning activities with leadership objectives, engagement goals, and organizational culture.
Provide end to end onsite and travel logistics leadership for RD LT meetings and leadership forums, including venue coordination, technology setup, catering, and complex domestic and international travel arrangements.
Support CRDO and CxO led meetings at ALSC by managing onsite logistics and coordinating travel and engagement logistics for senior leaders and key internal and external stakeholders.
Act as a trusted strategic liaison between the CRDO and internal and external stakeholders, exercising sound judgment, professionalism, discretion, and cultural sensitivity in all interactions.
Draft, review, and manage executive level communications on behalf of the CRDO, ensuring clarity, accuracy, consistency, and alignment with organizational priorities, governance standards, and executive messaging.
Support governance, leadership, and R&D related forums by coordinating meetings, preparing documentation, and ensuring timely, accurate, and secure distribution of materials.
Coordinate complex domestic and international travel, including itineraries, logistics, and expense documentation, ensuring full compliance with company policies, procedures, and audit requirements.
Handle highly sensitive and confidential information with the utmost integrity, discretion, and attention to detail, serving as a trusted custodian of executive level and enterprise sensitive information.
Track executive action items, deadlines, and leadership commitments across stakeholders, proactively driving follow up, accountability, and successful execution.
Create, manage, and track Work Orders (WOs) and Purchase Orders (POs) in support of the CRDO’s work, including consulting engagements, advisory services, and other professional services, in accordance with company policies, approval frameworks, and financial controls.
Partner closely with Finance, Legal, Procurement, and HR to support consulting contracts and vendor engagements, including initiation, documentation, approval workflows, renewal tracking, and compliance requirements (e.g., confidentiality and conflict of interest checks).
Ensure accurate monitoring, reconciliation, and stewardship of CRDO related expenditures, maintaining records, supporting budget awareness, forecasting needs, and promoting cost discipline and financial compliance.
Serve as a central coordination point for contract and engagement logistics, including start and end dates, scope alignment, invoicing timelines, deliverable tracking, and compliance milestones.
Collaborate closely with the Executive Office, fellow Executive Assistants, Operations, HR, Finance, Legal, and other key stakeholders; actively participate in coordination forums to ensure alignment, risk mitigation, and operational excellence.
Support and lead special projects and ad hoc initiatives as assigned, contributing to continuous improvement of executive support models, R&D operational effectiveness, leadership enablement, and organizational scalability.
Manage and publish CRDO approved VIVA Engage communications on behalf of the CRDO, including drafting, posting, and coordinating executive engagement posts in alignment with corporate communication guidelines, messaging standards, and governance requirements.
Collaborate closely with the Executive Office, fellow CxO Executive Assistants, Operations, HR, Finance, Legal, and other key stakeholders to drive alignment, proactively mitigate risk, and ensure consistent operational excellence across executive and R&D activities.
Actively participate in regular Executive Office meetings and coordination forums, contributing to information flow, issue resolution, cross functional alignment, and effective execution of leadership priorities.
Partner closely with the CRDO’s Executive Assistant in Tokyo to proactively brief on schedules, priorities, and travel plans, and to coordinate seamless cross regional calendar management and logistics arrangements in support of global CRDO activities.

Benefits

Medical, Dental and Vision Insurance
Generous Paid Time Off options, including Vacation and Sick time, plus national holidays including year-end shut down
401(k) match and annual company contribution
Company paid life insurance
Annual Corporate Bonus and Quarterly Sales Incentive for eligible positions
Long Term Incentive Plan for eligible positions
Company fleet vehicle for eligible positions
Referral bonus program

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume