Executive Support Specialist for 4 VPs - Remote

Sumitomo Pharma; Austin (TX); Remote; USD 72,000 - 90,000; Full time

Job summary

Sumitomo Pharma America, Inc. is seeking an Administrative Assistant to provide high-level support to four Vice Presidents within the R&D Oncology organization and to collaborate closely with the CMO's Executive Assistant.

This role emphasizes proactive organization, discretion, and efficient prioritization in a fast-paced pharmaceutical setting. The successful candidate will manage complex calendars, coordinate travel, process expenses, and help plan meetings and key events across time zones,

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

Responsibilities

• 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.

Skills

Calendar management

Travel coordination

Expense reporting

Communication skills

Confidentiality

Time management

Cross-time-zone coordination

Tools

Microsoft 365

Job description

Sumitomo Pharma America, Inc. is seeking an Administrative Assistant to provide high-level support to four Vice Presidents within the R&D Oncology organization and to collaborate closely with the CMO's Executive Assistant.

This role emphasizes proactive organization, discretion, and efficient prioritization in a fast-paced pharmaceutical setting. The successful candidate will manage complex calendars, coordinate travel, process expenses, and help plan meetings and key events across time zones,