Executive Administrative Assistant to 4 VPs | Remote

Sumitomo Pharma; Olympia (WA); Remote; USD 72,000 - 90,000; Full time

Job summary

Sumitomo Pharma America is seeking an experienced Administrative Assistant to provide high‑level support to four VPs in the R&D Oncology organization. This remote role requires close coordination with the CMO's Executive Assistant and periodic onsite presence near Marlborough, MA.

The ideal candidate is proactive, highly organized, and discreet, managing complex calendars, travel, expenses, and communications while supporting department initiatives in a fast‑paced pharmaceutical environment.

Qualifications

• 3–5+ years of administrative support experience, preferably in pharmaceutical, biotech, or healthcare.
• 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.
• Willingness to collaborate across time zones for global coordination.

Responsibilities

• Manage complex calendars for four VPs, including scheduling meetings and resolving conflicts.
• Coordinate domestic and international travel, including flights, accommodations, itineraries, and expense reconciliation.
• Complete expense reports and reconcile AmEx.
• Screen, prioritize, and route communications, ensuring timely responses.
• Assist in planning and executing team meetings, town halls, and off-sites, including logistics and agendas.
• Track deadlines, deliverables, and key milestones for departmental projects.
• Coordinate onsite program team meetings, including space reservations and catering.
• Contribute to department-wide planning, communications, events, and special projects.
• Provide backup to CMO and Executive Assistant, supporting R&D Oncology.

Skills

Administrative support

Microsoft 365

Calendar management

Communication skills

Tools

Microsoft 365

Job description

Sumitomo Pharma America is seeking an experienced Administrative Assistant to provide high‑level support to four VPs in the R&D Oncology organization. This remote role requires close coordination with the CMO's Executive Assistant and periodic onsite presence near Marlborough, MA.

The ideal candidate is proactive, highly organized, and discreet, managing complex calendars, travel, expenses, and communications while supporting department initiatives in a fast‑paced pharmaceutical environment.