Senior Administrative Assistant, Global Scientific Operations; contractor

Overview

The Senior Administrative Assistant plays an integral part of our pharmaceutical company, providing central support to diverse functions under Global Scientific Operations (GSO), including Global Healthcare Value & Access (gHCVa), Global Epidemiology & Real World Evidence (GEE), and Global Medical Affairs (GMA). This dynamic role is responsible for supporting these functions within Shionogi Inc. and performing a variety of tasks such as meeting logistics, managing domestic and international travel, generating expense reports, providing support of internal knowledge management and strategic planning portals as well as ad-hoc research requests as needed.

The Senior Administrative Assistant will play a pivotal role in meeting planning, documentation routing, filing, and handling, including processing invoices, contracts, and licenses. With a focus on detail, organization, and effective communication, this role will contribute to the overall efficiency and success of GSO within SI.

This is a temporary (contract) position with potential for full‑time conversion.

The following job duties are not all-inclusive, and additional responsibilities may be added to the role as needed. The duties and responsibilities listed are intended to provide a general overview of the position and may change over time based on the needs of the organization.

• Coordinate teleconferences, virtual meetings, on-site meetings, vendor and / or team meetings, and take meeting minutes as requested.
• Facilitate travel plans, both domestic and international, ensuring meticulous arrangements of accommodations, transportation, and troubleshooting, for team members including, publishing, and calendaring all itineraries and plans.
• Provide a high level of support to office visitors, ensuring a seamless and positive experience.
• Manage expense report preparation and reconciliation according to the company’s policy.
• Conduct normal course of business while maintaining confidentiality of sensitive information.
• Communicate any company messages, alerts, new policies, practices as disseminated by company leadership.
• Prepare, route, and oversee review and approval for all contracts, invoices, and POs required by the department utilizing Strat-Pi and other SI-based systems | interfaces.
• Ensure all pertinent project-related content is included in KMNet & Strat-Pi supporting GSO team members at SI.
• Complete desk research on requested topics as needed.
• Assist with on-boarding new employees and contractors as requested.
• Copying, faxing, filing, mailing overnight/shipping as required.
• Coordinate the ordering of supplies, materials, publications, services, etc.
• Perform other administrative or office duties or projects as required or as assigned.

• Minimum of associate degree required; college degree preferred.
• Minimum of 5 years administrative experience required with a preference for supporting executive level staff within the pharmaceutical or related industry.

• Demonstrates a high level of organizational ability, efficiently managing multiple tasks and priorities.
• Effectively allocates time to tasks, ensuring deadlines are met and priorities are appropriately addressed.
• Pays meticulous attention to detail, preventing errors and ensuring accuracy in all tasks.
• Possesses excellent written and verbal communication skills, facilitating effective interaction with internal and external stakeholders.
• Exhibits strong problem-solving skills, proactively addressing challenges and finding effective solutions.
• Takes initiative in anticipating needs, identifying opportunities for improvement, and proactively addressing issues.
• Adapts seamlessly to changing and competing priorities and environments, demonstrating flexibility in response to evolving requirements.
• Maintains the highest level of confidentiality and discretion in handling sensitive information.
• Demonstrates proficiency in relevant office software and tools, enhancing efficiency in administrative tasks.
• Collaborates effectively with colleagues and demonstrates a team-oriented approach to achieving common goals.
• Maintains a high level…