Administrative Assistant, Commercial

Shionogi Inc.; Florham Park (NJ); On-site; USD 50,000 - 75,000; Full time

Job summary

A leading company is seeking an Administrative Support professional to assist the Commercial department. The role involves managing schedules, coordinating travel, and supporting corporate initiatives. Candidates should have strong organizational skills and a proficiency in Microsoft Office, ideally with prior administrative experience. Commuting to office in Florham Park is required at least three days a week.

Qualifications

• Bachelor's degree preferred, experience supporting management.
• High proficiency in Microsoft Office Suite is essential.
• Administrative experience highly valued.

Responsibilities

• Manage calendar, appointments, and meeting logistics.
• Coordinate travel itineraries and process expense reports.
• Assist with communications and presentations.

Skills

Proficiency with Microsoft Office Suite

Excellent communication skills

Confidentiality

Organizational skills

Problem-solving

Flexibility

Ability to multi-task

Education

Bachelor's degree preferred

Job description

Overview

Provide administrative support to the Commercial department. Will perform a wide variety of administrative tasks that include, but are not limited to the following:

Responsibilities

• Responsible for calendar management and scheduling of appointments/meetings.
• Responsible for meeting logistics, conference room reservation, meeting technology, catering, etc.
• Assist with the development of internal/external communications and produce presentations.
• Assist with corporate and department initiatives.
• Coordinate extensive travel itineraries for team members (both domestic and international) utilizing travel management software.
• Process expense reports for team members and reconcile corporate card billing statements.
• Create purchase orders and process invoices for payment.
• Manage contracting process for department.
• Manage MSA’s, SOW, CDA, etc. routing and approval for department.
• Greet and interact with incoming guests, escort to conference room, etc.
• Maintain and order office supplies as needed.
• Perform research on specific topics and coordinate activities of projects/events.
• Assist in administrative problem solving.
• Perform other administrative or office duties or projects as required or as assigned.
• Maintain/responsible for storage closet.
• Ad hoc projects as required or assigned.

Minimum Job Requirements

Qualifications

• Bachelors’ degree preferred, but not required with applicable experience.
• Administrative experience supporting upper levels of management and their direct reports is preferred.

Competencies

• Demonstrate high levels of proficiency with Microsoft Office Suite of products (Office, Word, Excel, Power Point, Adobe).
• Excellent communication skills, both verbal and written.
• Must demonstrate a high degree of confidentiality with regard to sensitive information.
• Ability to thrive in a fast-paced environment and remain effective under pressure.
• Ability to effectively organize and prioritize tasks to achieve established deadlines.
• Ability to interface with administrative support teams of Senior Leadership team.
• Must be a self-starter, flexible and be able to multi-task.
• Ability to build professional relationships.
• Attention to detail; excellent organization and follow-up skills a must.
• Ability to anticipate needs, and analyze and solve problems quickly and proactively.
• Ability to make administrative/procedural decisions and judgments.

Other Requirements

• Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence required at least 3 days per week

Additional Information

The base salary range for this full-time position is $50,000-75,000. Individual pay is determined by several factors, which include but are not limited to: job-related skills, experience, and relevant education or training. The range does not include the comprehensive benefits, bonus, long-term incentive, applicable allowances, or any additional compensation that may be associated with this role.

EEO

Shionogi Inc. is an equal opportunity employer supporting individuals with disabilities and veterans. All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), marital status, national origin, age, ancestry, citizenship, disability, genetic information, status as a disabled veteran, a recently separated veteran, Active Duty Wartime or Campaign Badge Veterans, and Armed Forces Service Medal Veterans, or any other characteristic protected by applicable law. It is the policy of Shionogi Inc. to undertake affirmative action for protected veterans and individuals with disabilities in compliance with all federal, state, and local requirements to recruit a diverse pool of protected veteran and individuals with disabilities applicants and to ensure that our employment practices are, in fact, non-discriminatory.

If you are qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access this website to apply for a vacancy as a result of your disability. You can request accommodations by calling 973-307-3550 or by sending an email to [e-mail].