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Executive Assistant, Corporate Strategy
4 months ago
Job Overview
The Executive Assistant provides administrative support to our multiple Sr. Vice Presidents, Vice Presidents, and Executive Directors in our Corporate Strategy organization. The assistant handles details of a highly confidential and critical nature. This person will schedule meetings on behalf of the supervisor and the department members, organize the meetings and collect and prepares information for use in discussions/meetings of staff and/or with outside consultants or guests. This person may be asked to support presentation materials for meetings. The assistant is also responsible for the travel planning and expense reports.
The Executive Assistant makes high-level contacts and arranges meetings, including those of a confidential nature, inside and outside the company. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.
Job Duties and Responsibilities
- Administrative support to supervisor including word processing and preparation of documents, spreadsheets, presentations, and reports.
- Complex calendaring, meeting coordination and handling of special projects on behalf of all department members; maintain appointment calendars; schedule all appointments and meetings with other departments and external contacts. Ensure calendars are accurate and updated when changes occur. Reserve meeting space, arrange for audio/visual equipment, create, and publish agendas, track action items from senior management team meetings.
- Arrange travel arrangements including flight details, hotel reservations, etc., while strictly adhering to company policy. Create, review, and submit expense reports on a timely basis.
- Ensure department expenses are planned and paid, as applicable.
- Arranges programs, events, or meetings by arranging facilities, caterers, coordination of speakers and information, issues invitations, and controls event budget.
- Strong ability to multi-task and manage various projects at a time is an absolute must.
Key Core Competencies
- Ability to develop and successfully execute operational and/or financial strategies at an organizational level.
- Strong business acumen and strategic thinking skills with a focus on driving improvement, revenue growth, and expense management.
- Ability to collaborate effectively with key stakeholders to optimize processes, decisions, and continuous improvement.
- Capacity to make strategic decisions that have potential long-term positive impact.
- Strong written and oral communication skills.
- Impeccable integrity, dependability, and a keen sense of urgency to achieve results.
- Ability to effectively manage competing priorities with optimal use of time and resources.
- Ability to adapt and quickly pivot according to business needs.
- Strong project management skills with a track record of successful execution.
- Demonstrated expertise in process improvement methodologies.
- Experience in change management initiatives within complex organizations.
- Exceptional financial expertise and analytical proficiency.
- Deep understanding of the biopharmaceutical industry and key business and performance drivers.
- Proven ability to influence and lead.
Education and Experience
- Experience or equivalent to a two-year degree in business administration; bachelor's degree preferred.
- At least 10 years of increasingly responsible executive administrative experience
- Bilingual in Japanese and English
Other Requirements
- Must be able to travel domestically and internationally.
- Advanced knowledge of word processing, graphic presentation and computer software related to specific tasks
- Demonstrated excellent computer and word processing skills with special emphasis on calendaring, presentation, and spreadsheet capabilities
- Working knowledge of company policies, procedures, and operations
- Excellent composition, grammar, and business language skills
- Excellent communication and interpersonal skills with the ability to effectively communicate with all levels of management
- Creative, flexible, well organized, resourceful and detail oriented
- Excellent judgment in handling confidential and sensitive information
- Ability to work independently, set priorities and handle multiple tasks with a high level of efficiency
- Establishing and maintaining cooperative working relationships with others
- Ability to work across locations and time zones
The base salary range for this role is $88,200 to $110,217. Base salary is part of our total rewards package which also includes the opportunity for merit-based salary increases, short incentive plan participation, eligibility for our 401(k) plan, medical, dental, vision, life and disability insurances and leaves provided in line with your work state. Our robust time-off policy includes unlimited paid time off, 11 paid holidays plus additional time off for a shut-down period during the last week of December, 80 hours of paid sick time upon hire and each year thereafter. Total compensation, including base salary to be offered, will depend on elements unique to each candidate, including candidate experience, skills, education, and other factors permitted by law.
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Confidential Data: All information (written, verbal, electronic, etc.) that an employee encounters is considered confidential.
Compliance :Achieve and maintain Compliance with all applicable regulatory, legal and operational rules and procedures, by ensuring that all plans and activities for and on behalf of Sumitomo Pharma America (SMPA) and affiliates are carried out with the "best" industry practices and the highest ethical standards.
Mental/Physical Requirements: Fast paced environment handling multiple demands. Must be able to exercise appropriate judgment as necessary. Requires a high level of initiative and independence. Excellent written and oral communication skills required. Requires ability to use a personal computer for extended periods of time.
Sumitomo Pharma America (SMPA) is an Equal Employment Opportunity (EEO) and Affirmative Action employer
Sumitomo Pharma America (SMPA) is committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to race; color; creed; religion; national origin; age; ancestry; nationality; marital, domestic partnership or civil union status; sex, gender, gender identity or expression; affectional or sexual orientation; disability; veteran or military status or liability for military status; domestic violence victim status; atypical cellular or blood trait; genetic information (including the refusal to submit to genetic testing) or any other characteristic protected by law.
For more information about EEO and the Law, please visit the following pages:
Equal Employment Opportunity is THE LAW
EEO is the Law Poster Supplement
Pay Transparency
