Do you want to be part of an inclusive team that works to develop innovative therapies for patients? Every day, we are driven to develop and deliver innovative and effective new medicines to patients and physicians. If you want to be part of this exciting work, you belong at Astellas!
Astellas Pharma Inc. is a pharmaceutical company conducting business in more than 70 countries around the world. We are committed to turning innovative science into medical solutions that bring value and hope to patients and their families. Keeping our focus on addressing unmet medical needs and conducting our business with ethics and integrity enables us to improve the health of people throughout the world. For more information on Astellas, please visit our website at www.astellas.com.
Purpose and Scope:
Responsible for administrative support to National Sales Lead and their departments as assigned as well as the Market Access and Government Affairs (MAGR) team. Assists with, creates, acquires and provides information/reports for Director as required. Acts as a liaison between internal and external parties to prepare for and coordinate Director’s activities. Responsibilities include Material Review Process; contract creation and administration, budget tracking and reporting; calendar management; document and presentation production/editing; travel logistics; effective internal and external meeting planning and management; local conference management; expense report management; tracking and maintaining files and documentation; while adhering to Rx&D Code of Ethical Practices and Astellas policies and procedures.
Essential Job Responsibilities:
- Provides high level administrative support to Director and Managers assigned including preparation/formatting of PowerPoint presentations, reports, setting up and proactively managing meetings, travel logistics, ordering materials, obtaining publications, preparing correspondence, calendar management, etc.
- Responsible for vendor management process including contracts, agreements, purchase orders and associated budget tracking for departmental and sales budgets. Liaise with finance to ensure invoices, purchase orders, accruals, documentation and budgets are appropriately submitted and monitored to ensure accuracy. Reconciles budgets and submits reports to budget owners on a monthly basis.
- Coordinates the submission, tracking and documentation of sales and MAGR materials through internal Materials Approval Process.
- Assists with and/or prepares presentations, slides, documents, reports and spreadsheets as assigned.
- Organizes and effectively coordinates meetings, creates agendas and minutes, and circulates documents in a timely manner. Supports department with external conference/meeting management, as required.
- Frequent inter-departmental interaction on matters requiring coordination between functional units.
- Prepares written communications on behalf of the teams as required.
- Proactively identifies and takes initiative to coordinate and support individual and departmental projects
- Plans, prioritizes and organizes daily workload requirements in order to meet specific deadlines and objectives.
- As the departmental Records Coordinator, assists in the achievement of corporate records and information management objectives by actively promoting information management activities at the departmental level.
- Provides back up support to other Business Operations Associates as needed.
- Assists on special projects within area, trains others in specific tasks, and performs other duties as required.
Qualifications:
Required
- High School Diploma
- Minimum 3 years administrative experience
- Strong team player and cross functional collaborator
- Excellent written and verbal communication skills
- Excellent organization, prioritization, time management and project management skills with ability to multi-task to meet deadlines
- Demonstrated ability to work independently and in a team environment while demonstrating high ethical standards, professionalism and enthusiasm
- Excellent interpersonal skills with high degree of professional judgment and ability to handle sensitive and confidential information. Demonstrated ability to accurately interpret instructions to complete tasks with minimal supervision, effectively communicates, expresses ideas and needs with individuals and groups
- Advanced writing, editing, spelling, grammar, formatting and standard business correspondence skills with a demonstrated excellent attention to detail
- Demonstrated ability to accurately interpret instructions and learn new information quickly
- Self-motivated and strong decision-making ability
- Strong ability to be proactive and take initiative without direction
- Ability to anticipate problems and recommend a range of solutions
- Working knowledge of Rx&D code
- Advanced computer skills and excellent proficiency in Microsoft Office (PowerPoint, excel, word, outlook)
Preferred
- College diploma
- Pharma and/or Marketing administrative experience
Working Environment
- This position is hybrid and is based in Ontario Providence. Candidates must be willing to come into our Markham, ON office two days a week.
- At Astellas we recognize the importance of work/life balance, and we are proud to offer a hybrid working solution allowing time to connect with colleagues at the office with the flexibility to also work from home. We believe this will optimize the most productive work environment for all employees to succeed and deliver. Hybrid work from certain locations may be permitted in accordance with Astellas’ Responsible Flexibility Guidelines.
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