Administrative Assistant

Sumitomo Pharma America, Inc; Town of Marlborough (NY); Hybrid; USD 72,000 - 90,000; Full time

Benefits offered by this job

Merit increases

401(k) plan

Health, dental, vision insurance

Paid holidays

Vacation/leave

Job summary

Sumitomo Pharma America, Inc. seeks an Administrative Assistant to provide high-level support to four Vice Presidents in the R&D Oncology organization. The role involves managing calendars, coordinating travel, preparing expense reports, and ensuring smooth day-to-day operations in a fast-paced pharmaceutical environment.

The ideal candidate is proactive, organized, and capable of handling confidential information with discretion while collaborating across time zones for global coordination.

Qualifications

• 3-5+ years of administrative support experience in pharmaceutical/biotech/healthcare.
• Demonstrated experience supporting multiple leaders simultaneously.
• Strong proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint).
• Excellent communication skills, ability to handle confidential information with discretion.

Responsibilities

• Manage complex calendars for four VPs, scheduling meetings and resolving conflicts.
• Coordinate domestic and international travel, including flights and itineraries.
• Process expense reports and reconcile Amex statements.
• Screen, prioritize, and route communications for timely responses.
• Assist in planning team meetings, town halls and off-sites, including logistics.

Skills

Calendar management

Travel coordination

Expense reports

Executive support

Prioritization

Cross-functional collaboration

Tools

Concur

Microsoft 365

Job description

Company Overview

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 https://www.us.sumitomo-pharma.com or follow us on LinkedIn.

Role Overview

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

• 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.

Compensation

The base salary range for this role is $72,300.00 - $90,400.00.

Benefits

• Opportunity for merit-based salary increases
• Overtime
• Short incentive plan participation
• Eligibility for our 401(k) plan
• Medical, dental, vision, life and disability insurances
• Leaves provided in line with your work state
• Up to 120 hours of vacation per year
• 11 paid holidays plus additional time off for a shutdown period during the last week of December
• 80 hours of paid sick time upon hire and each year thereafter
• Access to our service recognition program

EEO & Diversity

Sumitomo Pharma America (SMPA) is an Equal Employment Opportunity (EEO) employer. Qualified applicants will receive consideration for employment without regard to race; color; creed; religion; national origin; age; ancestry; nationality; marital, domestic partnership or civil union status; sex, gender; affectional or sexual orientation; disability; veteran or military status or liability for military status; domestic violence victim status; atypical cellular or blood trait; genetic information (including the refusal to submit to genetic testing) or any other characteristic protected by law.

AI Use in Hiring

SMPA may use Artificial Intelligence ("AI") as part of the job application process, including to assist us in evaluating your application. By submitting your information, you acknowledge that the company may use AI tools as part of our evaluation.

Compliance & Accessibility

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. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Drug Screening Requirements: Applicants for sales/field, manufacturing, or other designated roles will be required to submit to a pre‑employment drug test. Sumitomo Pharma America (SMPA) endeavors to make its application process accessible to all. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact SMPA at [e-mail]. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Company Mission & Vision

At Sumitomo Pharma America, our work is guided by the Sumitomo Pharma mission, vision and values, which tie closely to our company’s cultural pillars. Our Mission: To broadly contribute to society through value creation based on innovative research and development activities for the betterment of healthcare and fuller lives of people worldwide. Our Vision: For Longer and Healthier Lives, we unlock the future with cutting edge technology and ideas.