Senior Administrative Assistant, Commercial

Shionogi•Florham Park, NJ

58d•$70,000 - $90,000•Onsite

About The Position

This role will provide administrative support to Commercial Teams (or as assigned) in all day-to-day processes including calendar management, contract management, meeting coordination, travel planning, processing expense reports, maintaining office supplies, and providing administrative and event logistic support as required. This role is pivotal in ensuring smooth operations and effective communication across teams and must have the ability to build and maintain professional presence and relationships, strong attention to detail, as well as excellent communication, organization and follow-up skills.

Requirements

Bachelors' degree preferred, but not required with applicable experience
Minimum of seven (7) years of administrative experience supporting multiple levels of management and their direct reports
Ability to build and maintain professional presence and relationships with business counterparts and within the team
Excellent communication skills, both verbal and written
Must demonstrate a high degree of confidentiality with regards to sensitive information
Ability to thrive in a fast-paced environment and remain effective under pressure.
Ability to effectively organize and prioritize tasks to achieve established deadlines
Ability to interface with administrative support teams of Senior Leadership team
Must be a self-starter, flexible and be able to multi-task
Attention to detail; excellent organization and follow-up skills a must
Ability to anticipate needs, and analyze and solve problems quickly and proactively
Ability to make administrative/procedural decisions and judgments
Demonstrate high levels of proficiency with Microsoft Office Suite of products (Office, Word, Excel, Power Point, Adobe) and SharePoint
Ability to navigate and adapt in IT platforms (Concur, JDE etc.) and new upcoming technologies.
Must be familiar with a variety of administrative concepts, practices and procedures
Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ.
Office presence is required at least 3 days per week

Nice To Haves

Experience supporting Commercial functions, such as Marketing and Market Access, is preferred
Experience in the pharmaceutical industry highly preferred

Responsibilities

Manage executive and their team members calendars and schedule appointments/meetings
Responsible for coordinating meetings across multiple calendars, reserving and preparing conference rooms, handling catering arrangements, taking detailed minutes, managing RSVPs, etc.
Process expense reports for team members according to billing statements in timely manner
Coordinate and assist with corporate and department initiatives development and execution.
Coordinate extensive travel planning and itineraries for team members (both domestic and international) utilizing travel management software and working with a travel agency
Manage Contract Process and navigate internal and external clients (MSA's, SOW, CDA, etc.)
Manage the payment process by creating purchase orders and processing invoices for payment collaborating with Finance partners as a team's liaison
Manage New Vendor set up to execute payment process in timely manner
Coordinate with strategic partners to gather information needed to process contracts/payments/expense reporting
Greet and interact with incoming guests with professional manner, escort to conference room, etc.
Maintain and order office supplies as needed
Perform research on specific topics and coordinate activities of projects/events
Provide support in resolving administrative issues
Printing, Copying, filing of the documents and materials
Handle mailing overnight/shipping as requested
Monitor department outlook inbox if assigned
Support meeting/event on-site as assigned
Perform other administrative or office duties and Ad-hoc projects as assigned
Maintain/responsible for organizing and stocking supplies in the storage closet