Legal Administrative Coordinator

Sumitomo Pharma • Marlborough, MA

7d

About The Position

Sumitomo Pharma Co., Ltd., is a global pharmaceutical company based in Japan with operations in the U.S. (Sumitomo Pharma America, Inc.), focused on addressing patient needs in oncology, urology, women's health, rare diseases, cell & gene therapies and CNS. With several marketed products and a diverse pipeline of early- to late-stage investigational assets, we aim to accelerate discovery, research, and development to bring novel therapies to patients sooner. For more information on SMPA, visit our website https://www.us.sumitomo-pharma.com or follow us on LinkedIn. The Legal Administrative Coordinator at SMPA provides essential administrative support to leaders and teams. A Legal Administrative Coordinator is expected to contribute to the smooth execution of business operations through proactive coordination, organization, and follow-through. This role requires flexibility, strong judgment, and a collaborative mindset.

Requirements

• Experience, education or equivalent to a two-year degree in business administration; bachelor’s degree preferred.
• Minimum 3-5 years of relevant experience; biotech or pharmaceutical industry experience strongly preferred.
• Demonstrated excellence in computer, database and word processing skills with special emphasis on calendaring, presentation, and spreadsheet capabilities as well as in arranging for purchase orders and following up on law firm invoicing maters
• Excellent composition, grammar, and business language skills
• Ability to work across locations and time zones
• Must be able to travel domestically and internationally.
• Ability to collaborate effectively with key stakeholders to support business operations, decision-making, and continuous improvement.
• Strong organizational and prioritization skills with sound judgement in managing competing demands.
• Clear, professional, and respectful communication with all levels of the organization
• High degree of accountability, attention to detail, and consistent follow through
• Adaptability to support evolving business needs, including tasks outside routine responsibilities
• Strong organizational awareness with the ability to connect information across teams and understand interdependencies
• Effective time and resource management
• Ability to quickly adjust priorities and pivot in response to changing business needs
• Strong project coordination skills with a demonstrated ability to execute successfully

Responsibilities

• Provide comprehensive administrative support to assigned leader(s) and/or department(s)
• Prepare, edit, and format documents, presentations, spreadsheets, and reports
• Manage Legal Department vendors and contracts using contract life cycle management software
• Triage incoming correspondence
• Prepare, submit, and track expense reports on behalf of supported leader(s)
• Create and submit purchase orders, requisitions, and invoices as required
• Support coordination across teams and departments as business needs require
• Contribute to shared administrative coverage when needed
• Handle confidential and sensitive information with discretion and professionalism
• Track action items, deadlines, and deliverables on behalf of supported leader(s)
• Maintain accurate calendars, contact lists, and meeting materials
• Coordinate complex calendars as assigned
• Schedule meetings across multiple stakeholders, locations, and time zones
• Reserve meeting space and coordinate required technology or materials
• Prepare agendas, circulate materials in advance, and distribute notes or action items as needed
• Coordinate domestic and international travel for supported leader(s), including flights, hotels, ground transportation, and itineraries
• Proactively manage changes, cancellations, and travel disruptions
• Plan and support internal meetings, offsites, trainings, and events, including: Venue coordination Catering Supplies and materials On-site or virtual logistics
• Manage event timelines and ensure smooth execution

Benefits

• Base salary is part of our total rewards package which also includes the opportunity for merit-based salary increases, overtime, short incentive plan participation, eligibility for our 401(k) plan, medical, dental, vision, life and disability insurances and leaves provided in line with your work state.
• Our robust time-off policy includes up to 120 hours of vacation per year, 11 paid holidays plus additional time off for a shut-down period during the last week of December, 80 hours of paid sick time upon hire and each year thereafter and access to our service recognition program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree