The Executive Administrative Assistant provides administrative support to the President & Chief Executive Officer (CEO) and Chief Global Operations Officer (CGOO) in all day-to-day processes. Will perform a wide variety of administrative tasks requiring a high degree of confidentiality, maturity and organizational and administrative skills.
RESPONSIBILITIES
Extensive calendar management, coordination and scheduling of appointments/meetings in order to achieve department goals.
Provide support for all meetings as requested, which includes managing the schedule, compiling agenda, communication to high level attendees and meeting minutes.
Liaison between Shionogi Inc. (SI), Shionogi & Co., Ltd. (SHQ - parent company) and other global subsidiaries in coordinating teleconferences and meetings.
Coordinate and prepare travel itineraries for CEO and team members (both domestic and international) utilizing company travel management software. Understands travel preferences of supported staff and proactively troubleshoots and addresses travel conflicts.
Provide logistics support, coordination and setup of meetings, events, etc. -- manage the process from startup, arrange location and necessary equipment, prepare agenda and relevant information, communication, greeting and hosting of attendees, and other associated tasks as requested.
Manage expense report preparation and reconciliation according to SI policy for CEO and Senior Management. Review and audit all reports.
Prepare purchase orders and process invoices for payment.
Coordinate team meetings, vendor meetings, and interview panels as required.
Maintain confidentiality of sensitive information.
Provide administrative support including copying, faxing, filing, mailing overnight/shipping, ordering supplies, maintaining files, etc.
Support for Executive Leadership Team Meetings (create agenda with CEO and meeting minutes with EVP of Legal and Compliance).
Create documents and PowerPoint presentations as needed.
Support CEO and CGOO outside of regular office hours as needed, to assist with global meeting preparation, communication and travel coordination.
Perform other administrative or office duties or projects as required or as assigned.
REQUIREMENTS
High school diploma with a minimum of 8 years administrative experience OR -- Bachelors degree with a minimum of 4 years experience.
Experience should include providing support to executive level staff.
Must demonstrate a high degree of confidentiality regarding sensitive information.
Ability to anticipate needs and analyze and solve problems quickly and proactively.
Ability to effectively organize and prioritize tasks to achieve established deadlines.
Demonstrated ability to work within a high-performance team environment.
Ability to make responsible decisions with limited information, accomplishing tasks independently.
Excellent communication skills, both verbal and written.
Demonstrated high level of proficiency with Microsoft Office Suite of products (Office, Word, Excel, and PowerPoint).
High level of attention to detail, must be a self-starter and be able to multi-task and build professional relationships.
Must be flexible and adaptable to changing project priorities, work assignments and deadlines.
Ability to interface with administrative support team of company.
Must be familiar with a variety of administrative concepts, practices and procedures.
Hybrid work arrangements will allow work from home combined with your presence on-site at our US HQ in Florham Park, NJ.
PREFERRED SKILLS AND EXPERIENCE
Fluency in Japanese is preferred with ability to read, write, and speak the language.
Pharmaceutical industry experience is strongly preferred.
Experience acting as a resource for expats located at Shionogi Inc., as well as visitors from Headquarters in Japan.
To be considered for this position, you must apply and meet the requirements of this opportunity.
We look forward to reviewing your resume & qualifications.
Please be aware that Shionogi Inc. mandates COVID-19 vaccination of all employees and contractors regardless of work location. Accommodations may be made in accordance with applicable law.
DISCLAIMER
The job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. Other requirements, duties and responsibilitiesmay change or be assigned at any time with or without notice.
EEO
Shionogi Inc. is an equal opportunity/affirmative action employer.
All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law.
It is the policy of Shionogi Inc. to undertake affirmative action in compliance with all federal, state, and local requirements to recruit a diverse pool of applicants and to ensure that our employment practices are, in fact, non-discriminatory.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR 60-1.35(c)
Administration
