Senior Administrative Assistant, Global Scientific Operations (contractor)
About The Position
The Senior Administrative Assistant plays an integral part of our pharmaceutical company, providing central support to diverse functions under Global Scientific Operations (GSO), including Global Healthcare Value & Access (gHCVa), Global Epidemiology & Real World Evidence (GEE), and Global Medical Affairs (GMA). This dynamic role is responsible for supporting these functions within Shionogi Inc. and performing a variety of tasks such as meeting logistics, managing domestic and international travel, generating expense reports, providing support of internal knowledge management and strategic planning portals as well as ad-hoc research requests as needed. The Senior Administrative Assistant will play a pivotal role in meeting planning, documentation routing, filing, and handling, including processing invoices, contracts, and licenses. With a focus on detail, organization, and effective communication, this role will contribute to the overall efficiency and success of GSO within SI. This is a temporary (contract) position with potential for full‑time conversion.
Requirements
- Minimum of associate degree required; college degree preferred.
- Minimum of 5 years administrative experience required with a preference for supporting executive level staff within the pharmaceutical or related industry.
- Demonstrates a high level of organizational ability, efficiently managing multiple tasks and priorities.
- Effectively allocates time to tasks, ensuring deadlines are met and priorities are appropriately addressed.
- Pays meticulous attention to detail, preventing errors and ensuring accuracy in all tasks.
- Possesses excellent written and verbal communication skills, facilitating effective interaction with internal and external stakeholders.
- Exhibits strong problem-solving skills, proactively addressing challenges and finding effective solutions.
- Takes initiative in anticipating needs, identifying opportunities for improvement, and proactively addressing issues.
- Adapts seamlessly to changing and competing priorities and environments, demonstrating flexibility in response to evolving requirements.
- Maintains the highest level of confidentiality and discretion in handling sensitive information.
- Demonstrates proficiency in relevant office software and tools, enhancing efficiency in administrative tasks.
- Collaborates effectively with colleagues and demonstrates a team-oriented approach to achieving common goals.
- Maintains a high level of professionalism in all interactions, representing the organization with integrity.
- Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence required consistent with SI policy.
Responsibilities
- Coordinate teleconferences, virtual meetings, on-site meetings, vendor and / or team meetings, and take meeting minutes as requested.
- Facilitate travel plans, both domestic and international, ensuring meticulous arrangements of accommodations, transportation, and troubleshooting, for team members including, publishing, and calendaring all itineraries and plans.
- Provide a high level of support to office visitors, ensuring a seamless and positive experience.
- Manage expense report preparation and reconciliation according to the company’s policy.
- Conduct normal course of business while maintaining confidentiality of sensitive information.
- Communicate any company messages, alerts, new policies, practices as disseminated by company leadership.
- Prepare, route, and oversee review and approval for all contracts, invoices, and POs required by the department utilizing Strat-Pi and other SI-based systems | interfaces.
- Ensure all pertinent project-related content is included in KMNet & Strat-Pi supporting GSO team members at SI.
- Complete desk research on requested topics as needed.
- Assist with on-boarding new employees and contractors as requested.
- Copying, faxing, filing, mailing overnight/shipping as required.
- Coordinate the ordering of supplies, materials, publications, services, etc.
- Perform other administrative or office duties or projects as required or as assigned.
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What This Job Offers
Career Level
Mid Level
Education Level
Associate degree
