Senior Administrative Assistant, Commercial

Administrative Support Role

This role will provide administrative support to Commercial Teams (or as assigned) in all day-to-day processes including : calendar management, contract management, meeting coordination, travel planning, processing expense reports, maintaining office supplies, and providing administrative and event logistic support as required. This role is pivotal in ensuring smooth operations and effective communication across teams and must have the ability to build and maintain professional presence and relationships, strong attention to detail, as well as excellent communication, organization and follow-up skills.

Responsibilities

Responsibilities include :

• Manage executive and their team members calendars and schedule appointments / meetings
• Responsible for coordinating meetings across multiple calendars, reserving and preparing conference rooms, handling catering arrangements, taking detailed minutes, managing RSVPs, etc.
• Process expense reports for team members according to billing statements in timely manner
• Coordinate and assist with corporate and department initiatives development and execution
• Coordinate extensive travel planning and itineraries for team members (both domestic and international) utilizing travel management software and working with a travel agency
• Manage Contract Process and navigate internal and external clients (MSA's, SOW, CDA, etc.)
• Manage the payment process by creating purchase orders and processing invoices for payment collaborating with Finance partners as a team's liaison
• Manage New Vendor set up to execute payment process in timely manner
• Coordinate with strategic partners to gather information needed to process contracts / payments / expense reporting
• Greet and interact with incoming guests with professional manner, escort to conference room, etc.
• Maintain and order office supplies as needed
• Perform research on specific topics and coordinate activities of projects / events
• Provide support in resolving administrative issues
• Printing, Copying, filing of the documents and materials
• Handle mailing overnight / shipping as requested
• Monitor department outlook inbox if assigned
• Support meeting / event on-site as assigned
• Perform other administrative or office duties and Ad-hoc projects as assigned
• Maintain / responsible for organizing and stocking supplies in the storage closet

Minimum Job Requirements

Qualifications include :

Competencies include :

Other requirements include :

Additional Information :

The base salary range for this full-time position is $70,000 - 90,000. Individual pay is determined by several factors, which include but are not limited to : job-related skills, experience, and relevant education or training. The range does not include the comprehensive benefits, bonus, long-term incentive, applicable allowances, or any additional compensation that may be associated with this role.

EEO

Shionogi Inc. is an equal opportunity employer supporting individuals with disabilities and veterans. All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), 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 for protected veterans and individuals with disabilities in compliance with all federal, state, and local requirements to recruit a diverse pool of protected veteran and individuals with disabilities applicants and to ensure that our employment practices are, in fact, non-discriminatory.

If you are qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request accommodations by calling 973-307-3550 or by sending an email to ShionogiHR@shionogi.com.