Senior Administrative Assistant, Global Scientific Operations

Overview

The Senior Administrative Assistant plays an integral part of the Global Scientific Operations (GSO) team, providing centralized support to diverse functions under GSO, including Global Healthcare Value & Access (gHCVa), Global Epidemiology & Real World Evidence (GE), and Global Medical Affairs (GMA). The Sr. Administrative Assistant is responsible for performing a variety of tasks such as meeting logistics, managing domestic and international travel, generating expense reports, providing administrative support of internal knowledge management and strategic planning portals as well as gather research information 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 at Shionogi Inc.

• Coordinate teleconferences, virtual meetings, on-site meetings, vendor and / or team meetings, and take meeting minutes as requested.
• Facilitate travel arrangements, 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.
• Prepare and reconcile expense reports in accordance to company policy.
• Conduct business while maintaining confidentiality of sensitive information.
• Communicate company messages, alerts, new policies and practices as disseminated by company leadership.
• Coordinate review and approval of all contracts, invoices, and POs required by the department utilizing company-based systems and interfaces.
• Ensure all pertinent project-related content is uploaded to company-based systems.
• Conduct basic desk research to locate and compile publicly available business information on requested topics.
• Coordinate administrative onboarding activities for new employees and contractors, including facilitating access to required equipment, tools, and resources.
• Perform copying, faxing, filing, mailing overnight/shipping as required.
• Coordinate the ordering of supplies, materials, publications, services, etc.
• Contribute and participate in the administrative assistant community/network to help deliver operational efficiencies and effectiveness.
• Other administrative duties as assigned.

Qualifications

• High school diploma, with an associate’s degree preferred.
• Minimum of 4 years of progressively responsible administrative experience required, preferably supporting senior or executive-level staff within the pharmaceutical, biotechnology, or a related industry.
• Advanced proficiency with Microsoft Office/Microsoft 365, including Outlook, Word, PowerPoint, Excel, Teams, and similar collaboration tools.
• Demonstrated experience coordinating complex meetings, schedules, travel, and administrative activities across multiple stakeholders and priorities.
• Experience handling confidential and sensitive information with discretion.
• Strong written and verbal communication skills.

Competencies

• Demonstrates strong organizational skills, effectively managing multiple tasks, schedules, deadlines, and competing priorities.
• Effectively coordinates activities across multiple stakeholders, schedules, vendors, systems, and work streams to support timely and accurate execution.
• Maintains a high degree of accuracy and completeness in scheduling, travel arrangements, expense reporting, documentation, data entry, and administrative processes.
• Communicates clearly, professionally, and effectively with internal and external stakeholders, both verbally and in writing.
• Builds effective working relationships and responds professionally to the needs of colleagues, leaders, vendors, visitors, and other stakeholders across organizational levels.
• Proactively identifies administrative needs, follows through on commitments, and takes appropriate action to support efficient team operations.
• Uses sound judgment to address routine administrative issues, identify appropriate next steps, troubleshoot problems, and recognize when escalation is required.
• Responds effectively to changing priorities, schedules, requests, and business needs in a dynamic environment.
• Handles confidential, proprietary, and sensitive information with appropriate discretion and professionalism.
• Demonstrates proficiency with Microsoft 365 and relevant business systems and quickly learns and navigates new tools, platforms, and processes.
• Works effectively across teams and functions and contributes to the administrative community by sharing practices and supporting operational effectiveness.
• Demonstrates professionalism, integrity, responsiveness, and sound business etiquette in all interactions.
• Locates, verifies, organizes, and compiles publicly available business information in…