Administrative Assistant

US-Remote

Full time

R01578

Sumitomo Pharma Co., Ltd., is a global pharmaceutical company based in Japan with operations in the U.S. (Sumitomo Pharma America, Inc.), focused on addressing patient needs in oncology, urology, women’s health, rare diseases, cell & gene therapies and CNS. With several marketed products and a diverse pipeline of early- to late-stage investigational assets, we aim to accelerate discovery, research, and development to bring novel therapies to patients sooner.

For more information on SMPA, visit our website  or follow us on Linked In.

This is a remote role but must be located close to the Marlborough, MA location as there will be monthly time onsite.

The Administrative Assistant provides high‑level administrative and operational support to four Vice Presidents within the R&D Oncology organization and works closely with the Executive Assistant to the CMO. This role is essential in ensuring smooth day‑to‑day operations, optimizing leadership productivity, and supporting key initiatives across a fast‑paced pharmaceutical environment.

The ideal candidate is proactive, flexible, detail oriented, highly organized, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

• Manage complex calendars for four VPs, including scheduling meetings, coordinating availability, and resolving conflicts.

• Coordinate domestic and international travel, including flights, accommodations, itineraries, and expense reconciliation.

• Completes expense reports and reconciles American Express.

• Screen, prioritize, and route communications, ensuring timely responses and follow-through.

• Assist in the planning and execution of team meetings, town halls, and off sites, including logistics, agendas.

• Track deadlines, deliverables, and key milestones in support of departmental projects.

• Help coordinate onsite program team meetings, including meeting space reservations and catering.

• Contribute to department‑wide planning, communications, event preparation, and special projects.

• Provides backup to CMO, Executive Assistant and works closely to support R&D Oncology organization.

• Maintain organizational charts, distribution lists, and team records.

• Process purchase orders, vendor requests, and departmental invoices.

• Assist with onboarding of new employees, including scheduling orientation meetings and coordinating equipment requests.

• Serve as department point‑of‑contact for facilities, IT and HR, related requests.

• 3–5 years of administrative support experience, preferably in the pharmaceutical, biotech, or healthcare industry.

• Demonstrated experience supporting multiple leaders simultaneously.

• Strong proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint).

• Exceptional organizational skills with the ability to prioritize competing demands.

• Excellent communication skills, both written and verbal.

• Ability to handle confidential information with discretion.

• Strong attention to detail, accuracy, and follow‑through.

• The ability to be flexible in a dynamic and fast paced environment.

• Willingness and ability to collaborate across time zones for global coordination

• Experience supporting senior leadership (VP-level and above).

• Familiarity with medical/scientific terminology or pharmaceutical R&D environments.

• Experience with expense reporting tools (e.g., Concur) and procurement systems.

• Ability to work in a dynamic, matrixed environment with shifting priorities.

• Proactive problem‑solving and anticipation of leadership needs.

• Professionalism , diplomacy, and strong interpersonal skills.

• Agility and adaptability in a fast‑paced environment.

• Collaboration and the…