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Senior Sales Administrative Assistant

2 months ago

Basking Ridge, United States Daiichi Sankyo Full time

Join a Legacy of Innovation 110 Years and Counting

Daiichi Sankyo Group is dedicated to the creation and supply of innovative pharmaceutical therapies to improve standards of care and address diversified, unmet medical needs of people globally by leveraging our world-class science and technology. With more than 120 years of scientific expertise and a presence in more than 20 countries, Daiichi Sankyo and its 16,000 employees around the world draw upon a rich legacy of innovation and a robust pipeline of promising new medicines to help people. In addition to a strong portfolio of medicines for cardiovascular diseases, under the Group’s 2025 Vision to become a “Global Pharma Innovator with Competitive Advantage in Oncology,” Daiichi Sankyo is primarily focused on providing novel therapies in oncology, as well as other research areas centered around rare diseases and immune disorders.

Summary

Responsible for performing various clerical, administrative support and general office duties for individuals and/or departments, involving computer processing of information and data using the MS office suite, creation of record keeping system and file maintenance, mail distribution, telephone reception and meeting and travel arrangements. Responds to or routes requests for information both within and outside the department. Compiles and reports information in prescribed formats. May process expense reports and invoices to accounts payable. Coordinates calendars and facilitates meeting scheduling for the department. Collaborates with reception staff on arrivals of visitors and vendors, and proper call processing for the department. Recommends changes in processes to improve efficiency. Provides orientation training and guidance to the new Administrative Assistants as well as current Administrative Assistants on expense reporting, administrative protocols, SOPs and other company work processes. Serves as a central resource to resolve and/or triage issues and questions that arise from field personnel and provides continuous training to area field personnel as needed through the year

Responsibilities

Composes and processes letters, memoranda, faxes, e-mails, and reports and presentations (including design) of a complex nature - using Microsoft Office suite applications. Creates reviews documents for appropriate grammatical usage. Creates /designs/ edits spreadsheets or presentations and prints/distributes reports or communications. Communicates, tracks, and ensures all area personnel complete deadlines, e.g. compliance training, ABD projects, sample allocation, expense reports, business plan tracking, etc.

Codes and processes invoices for payment. Prepares monthly expense reports for supported manager(s). Reviews/audits expense reports and communicates any required changes to manager(s). Assists manager(s) in tracking and monitoring budgets and researches discrepancies for over and under spending. Assists ABD in coordinating time-sensitive projects such as recruiting, orientation/onboarding, performance review process, business reviews and expansion projects. Oversees overall office management.

Uses discretion and discernment in answering telephone calls to manager(s) in a courteous, professional business manner. First line contact to internal and external customers and managers’ staff and field personnel, answering questions related to company, current department projects, office operations and established policies and procedures and makes proper referrals. Follows up to resolve open questions or issues.

Utilizes independent judgment in managing manager’s complex day-to-day business calendar involving numerous telephone calls and e-mails to coordinate calendar internally and externally. Maintains additional department calendars – as needed (i.e. Mgrs traveling, DM vacation calendar, and conference room calendar).

Organizes and plans department meetings, conferences and events through the HUB level. In coordination with Meeting Planning Department, secures suitable meeting space, audio/visual equipment, supplies, meals, and coordinates purchases with vendors and negotiates prices. Schedules and arranges manager’s meetings via video or teleconference calls. Manages domestic and more complex travel, car service and hotel arrangements for Directors. Responsible for verifying and reconciling in preparation for submission. Maintains file of expenses and related documents. Conducts meetings with the entire Admin staff to streamline office procedures and organization, as well as familiarize herself with ongoing projects within the office. May be required to attend meetings, record minutes and follow up.

Pulls reports, gathers and compiles data relevant to area performance from portals (SCS Website, Daiichi Sankyo Intranet site, Datamart (Business Objects) and the Syneygy web portal). Analyzes data on all reports to inform ABD of status, e.g. promotional and operational budgets, speaker programs, FCRs, call plans, recruiting reports, contest and ranking reports, managed market reports. Coordinates sample materials, coupons, vouchers and other product information for entire region.

May participate by interviewing and/or providing input to ABD with respect to new Administrative staff. Provides orientation training and guidance to the new Administrative Assistants as well as current Administrative Assistants on expense reporting, administrative protocols, SOPs and other company work processes. Provides feedback/coaching of the administrative assistants within the Area office in order to supplement ABD direction. Serves as a central resource to resolve and/or triage issues and questions that arise from field personnel and provides continuous training to area field personnel as needed through the year. Identifies and provides solutions to enhance the overall office efficiency with regards to administrative support. Assess administrative workload and suggest balancing where necessary.

May perform other related functional or departmental specific support tasks as required.

Qualifications: Successful candidates will be able to meet the qualifications below with or without a reasonable accommodation.

Education Qualifications (from an accredited college or university)

High School Diploma or equivalent required

Associate's Degree or Business School Degree preferred

Experience Qualifications

1 or More Years overall related experience required

4 or More Years of related experience with H.S preferred

4 or More Years of related experience with A.A or B.S preferred

1 or More Years of Lead/Sr Administrative Assistant experience supporting high level manager(s) within a regional field sales office of a pharmaceutical and/or medical device company preferred

Daiichi Sankyo, Inc. is an equal opportunity/affirmative action employer. Qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.