• Senior Executive Assistant

    Astellas PharmaNorthbrook, IL 60065

    Job #893456799

  • Developing innovative therapies is one of the most challenging, most essential and personally rewarding fields in science. This is the most exciting time to be a part of Astellas, a company with a uniquely collaborative and patient-focused culture.

    There's something special about working at Astellas. It's reflected in our focus on the people we serve, the way we treat each other and the results we achieve together as a company.

    Astellas is announcing a Senior Executive Assistant in Northbrook, IL.

    Purpose & Scope:

    The Senior Executive Assistant is accountable for providing administrative support to the Executive Director/VP/SVP and/or department. This position functions as an administrator, general ambassador and communication interface between teams and other departments as well as external stakeholders. Responsibilities include calendar management, document and presentation production/ editing, travel logistics, meeting planning/support, external meeting coordination/ management; expense report preparation/documentation, purchasing processing, process tracking and general filing. Collects, coordinates and maintains confidential and sensitive information regarding personnel, business and products.

    Essential Job Responsibilities:

    • Provides high level administrative support including operation of laptop, printer, phone/voice mail, shipping processes, calendars, faxing, copying, and scanning; sought after to troubleshoot complex problems, making necessary adjustments and/or providing guidance for the use of advanced features

    • Prepares invoices, purchase orders, expense reports and makes travel arrangements with the ability to understand and coordinate complex travel schedules

    • Prepares and creates complex presentations taking advantage of appropriate internal and external programs/resources and available audio and video equipment

    • Schedules in-office meetings for multiple personnel; coordinates off-site meetings including negotiation with site to ensure all needs are met. May assist in arranging air and ground transportation for group.

    • Operates audio and video equipment (e.g. multi-media projector, video conferencing) with the ability to coordinate conferencing with large groups; including ability to troubleshoot complex problems

    • Responsible for intra- and inter-departmental interactions often requiring significant coordination between functional units

    • Coordinates with external stakeholders to support Executive interactions

    • Orders office supplies assuring proper levels are maintained with minimal direction

    • Maintains files of sensitive documents

    • Possesses excellent writing, editing, spelling, grammar, formatting and standard business correspondence skills

    • Coordinates oral and written communications on behalf of the departmental teams as requested by manager

    • Demonstrates ability to accurately interpret instructions to complete tasks with minimal supervision

    • Assists on special projects within area and routinely trains others in specific tasks as needed

    • Key required characteristics include customer service, organizational skills, proactive planning, flexibility, approachable, patient, courteous, tactful and diplomatic

    Organizational Context:

    • Individual contributor role

    • Reports directly to the Exec. Director/VP/SVP

    Qualifications:

    Required

    • High school diploma, or equivalent

    • Minimum seven years related experience

    • Strong team player who can work independently as well as within a group and can interface across multiple departments and levels of management

    • Demonstrated advanced skills in Microsoft Office Suite with high level of confidence in learning a variety of software

    • Excellent oral and written communication skills with an ability to work within an environment which utilizes both in-house and out-sourced (contract/temporary) resources

    • Strong typing skills with excellent proof reading capabilities

    • Advanced organizational skills, effective project management skills, detail oriented and commitment to meeting deadlines and working well under pressure

    • Demonstrated ability to be discreet and flexible while prioritizing and managing multiple competing assignments

    • Self-motivated and able to work independently without close supervision and with all levels of management

    • Prudent in handling highly confidential and sensitive information

    • Understands and applies Astellas values, maintains and demonstrates highest ethical standards

    Preferred

    • Bachelor degree

    • Expertise in Concur and MyBuy software programs

    • Administrative support within pharmaceutical or health care industry

    Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

    Category Administrative

    Updated 05/20/2019

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