Administrative Assistant

Overview

Entrepreneurial Spirit, Rooted in Tradition . Mitsubishi Tanabe Pharma America, Inc. (MTPA) is a U.S. subsidiary of Mitsubishi Tanabe Pharma Corporation (MTPC) in Japan, which touts a storied reputation more than 300 years in the making. Our parent company - one of Japan's most respected - is a research-driven pharmaceutical company that has tirelessly pursued medical breakthroughs with global reach. MTPC has discovered and produced several first-in-class medicines for serious diseases, including multiple sclerosis (MS), diabetes mellitus (DM), and amyotrophic lateral sclerosis (ALS).

MTPA is rapidly expanding its operations across all functional areas. MTPA's commitment to patients and their communities continues with a robust late-stage pipeline of investigational treatments for difficult-to-treat diseases and commercializing products with significant unmet medical needs in North American markets. In the United States, MTPA launched rare diseases treatments including RADICAVA® (edaravone) injectables in 2017, EXSERVAN (riluzole) oral film in 2021, and RADICAVA® (edaravone) oral suspension in 2022. The company handles research, clinical development, sales, marketing, medical affairs, and business development functions. MTPA is dedicated to improving the treatment environment for those with debilitating diseases, researching on real-world evidence, and creating hope for all facing illness.

Provides administrative support for assigned individual(s) and/or department(s).

Responsibilities

• Perform general administrative duties including, but not limited to making travel arrangement; processing expense reports; processing invoices and tracking expenses.

• Be knowledgeable of and adhere to corporate travel and expense policies when assisting with travel arrangements and expense reporting.

• Keep and update a calendar for assigned individuals/departments and integrate with other organizational calendars to schedule key events.

• Serve as a main point of contact for external agencies in scheduling ad hoc or recurring meetings with assigned individuals/departments.

• Assist assigned individuals/departments in managing group cost center budgets, including monthly budget reconciliation with external vendors and internal Finance and Accounts Payable teams. Budget responsibilities also includes managing the Purchase Order (PO) process (opening POs and providing PO #s to vendors), tracking spend against allocated budget, vendor invoice submission, and monitor status of payments.

• Manage and coordinate the process for obtaining signatures on important documents and contracts (e.g., CDAs, MSAs, SOWs, etc.)

• Coordinate the planning of visitors to the building. Schedule meeting room (or workspace) to use, assist with registering with lobby security, and escort from lobby to meeting room/workspace. Assist with any other visitor's needs.

• Schedules, plans, and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other internal and/or external groups, including catering needs, supplies and handout material, if appropriate

• Attends meetings as appropriate and gather meeting minutes, following up on action items where appropriate.

• File and retrieve organizational documents, records, and reports in appropriate electronic shared folders or SharePoint systems.

• Proactively identifies processes and systems to increase the efficiency and reduce costs to the organization if appropriate.

• Create, update, and facilitate complex and busy travel itineraries of multiple individuals.

• Assist in the preparation of reports, presentations and other documents specifically including ability to create, edit and format slides in PowerPoint.

• Manage multiple Outlook calendars with expertise (staff and departments).

• Create, maintain, and enter information into databases.

• Assist other administrative staff in scheduling and supporting meetings outside the specific department or area assigned to support.

• Support functional / corporate project-based work Perform other departmental duties as assigned.

Qualifications

• Minimum high school diploma or certification required. Associate's or bachelor's degree a plus

• Minimum of 5 years administrative experience, including experience in a healthcare company/environment

• Knowledge of principles and practices of organization, planning, records management and general administration

• Ability to prioritize work assignments

• Competency in Windows, MS Office (Word, Excel, PowerPoint) and other relevant computer software

• Strong communication skills, verbal and written

• Excellent organizational and time management skills

• Exceptional attention to detail

• Ability to work independently with limited guidance and direction

• Good analytical and problem-solving skills

Physical Demands

• Ability to sit or stand for long periods of time

• Manual dexterity required to operate office equipment, i.e. computers, phones, copy machine/printer

• Carry, handle and reach for objects

• Lift and pull up to 15 pounds

Our Value Proposition:

Enjoy the fast-moving, entrepreneurial spirit more typically found in a small biotech, complemented by the benefits of a global pharmaceutical/chemical conglomerate. At this time,Mitsubishi Tanabe Pharmaoffers our employees unparalleled opportunities for career success coupled with a supportive level of employee benefits.

The salary range for this position is $47,000 - $75,000. Factors such as scope and responsibilities of the position, candidate's work experience, education/training, job-related skills, internal peer equity, as well as market and business considerations may influence base pay offered. This salary may be subject to a geographic adjustment (according to a specific city and state and depending on the role), if an authorization is granted to work outside of the location listed in this posting.

This position is eligible to participate in our annual Short-Term Incentive (STI) program. Specific information about the plan including eligibility rules and target, will be furnished upon hire.

MTPA provides a competitive benefits package inclusive of Medical and Dental health benefits, short-term and long-term disability plans, Company Paid and Supplemental Life insurance and additional voluntary benefits such as Critical Illness Insurance, Accident Insurance, Legal Plan, and ID Theft Protection. In addition, we provide a generous PTO policy based on tenure, commencing with 24 PTO days, pro-rated based on hire date.

Job Locations US-NJ-Jersey City

Job ID 2024-1779

# of Openings 1

Category Clinical Operations, Project Management & Sourcing

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.