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
[https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.astellas.com%2F&data=04%7C01%7Cseth%40recruitrooster.com%7C59d7121876474762797c08d92ce14af5%7Cf4e1fd9942ea4d61957ae47394505924%7C1%7C0%7C637590168405503237%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=iaBVZrKeN7JRw3YZwXpqm%2FiJYBkbTiB0bxaXAq7xeLw%3D&reserved=0].
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
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.
LI-DM
