Operations Associate

Astellas Pharma • Northbrook, IL

47d • Hybrid

About The Position

We are seeking a highly organized and proactive Operations Associate to support senior and executive management in the BioPharma and Ophthalmology Division of Research and Development. This role is essential for ensuring smooth daily operations, managing special projects, and facilitating communication across departments.  This role is a Global role, requiring navigation of multiple time zones including Japan.  This role reports to the Head of BioPharma and Ophthalmology Development and will work closely with the BOD Leadership Team.

Requirements

• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong time management and attention to detail.
• Excellent written and verbal communication.
• Professional etiquette and ability to act as a liaison between executives and stakeholders.
• Customer service mindset.
• Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with email, calendar management, and collaboration platforms (e.g., SharePoint, Teams).
• Ability to analyze data and create reports.
• Experience tracking deadlines and coordinating resources for projects.
• Ability to identify and implement process improvements.
• Event planning and execution skills.
• Proactive approach and ability to take initiative.
• Collaborative mindset and ability to work with cross-functional teams.
• Willingness to mentor and support junior staff.
• Strategic thinker who can anticipate challenges and develop solutions.
• Adaptable to changing priorities and unexpected issues.
• Proven ability to handle sensitive information with care.

Nice To Haves

• Bachelor’s degree in business administration, communications, or related field (or equivalent experience).
• 2–5 years of experience in an operational and/or executive support role.
• Experience in pharma a plus.

Responsibilities

• Serve as the main point of contact between the Head of BOD and leaders in the US and Japan.
• Manage communications between other divisions and important external partners.
• Organize and execute events, including meetings, departmental functions and workshops, and other company-wide functions.
• Handle correspondence, maintain files, and manage office budgets.
• Support governance activities, including taking minutes and ensuring compliance as needed
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Track Division operation deadlines and lead special projects as needed (e.g., training initiatives, joint steering committee meetings, BOD requests).
• Act as a mentor for administrative assistants that support the Division, including setting and standardizing Division best practices.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees