Administrative Assistant

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.

Key Responsibilities

Executive Support (Primary)

• 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.

Operational & Department Support

• 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.

Qualifications

Required

• 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

Preferred

• 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.

Key Competencies

• 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 ability to work cross-functionally.
• Strong judgment and decision-making skills.

Travel Requirements:

Primarily remote role with periodic on-site meetings in office. Must be able to travel domestically and internationally as needed.

Mental/Physical Requirements:

Fast-paced environment handling multiple demands is involved. Must be able to exercise appropriate judgment as necessary. Requires a high level of initiative and independence. Excellent written and oral communication skills required. Requires ability to use a personal computer for extended periods of time.

The base salary range for this role is

$72,300.00 - $90,400.00

Base salary is part of our total rewards package which also includes the opportunity for merit-based salary increases, overtime, short incentive plan participation, eligibility for our 401(k) plan, medical, dental, vision, life and disability insurances and leaves provided in line with your work state. Our robust time-off policy includes up to 120 hours of vacation per year, 11 paid holidays plus additional time off for a shut-down period during the last week of December, 80 hours of paid sick time upon hire and each year thereafter and access to our service recognition program. Total compensation, including base salary to be offered, will depend on elements unique to each candidate, including candidate experience, skills, education and other factors permitted by law.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Confidential Data: All information (written, verbal, electronic, etc.) that an employee encounters is considered confidential, in accordance with applicable law.

Compliance: Achieve and maintain Compliance with all applicable regulatory, legal and operational rules and procedures, by ensuring that all plans and activities for and on behalf of Sumitomo Pharma America (SMPA) and affiliates are carried out with the "best" industry practices and the highest ethical standards.