Administrative Assistant (FT)

US-NJ-Jersey City
ID
2017-1059
# of Openings
1
Category
Administrative/Clerical

Overview

Administrative Assistant (FT)

 

Entrepreneurial Spirit, Rooted in Tradition. At Mitsubishi Tanabe Pharma Holdings America, we can tout a storied reputation more than 300 years in the making. Our parent company, Mitsubishi Tanabe Pharma Corporation (MTPC), is a research-driven pharmaceutical company with global reach – and one of Japan’s oldest and most respected companies.

 

Relatively new to the U.S. market, the innovative compounds of the Mitsubishi Tanabe Pharma Group have already enjoyed commercial success under the brand labels of our U.S. partners. In this next phase of development, we plan to bring exciting new compounds to market under our own Mitsubishi Tanabe Pharma America label. We’re currently building a new commercial organization and expanding our other functions to support this strategy.

 

Reporting to the President, the Administrative Assistant will provide a broad range of administrative support to ensure the smooth functioning of the department.

Responsibilities

    • Performs general clerical duties to include, but not limited to, copying; faxing; mailing; filing; making travel arrangements; processing expense reports; processing invoices and tracking expenses
    • Recommends prioritization strategies across a range of functional / corporate project-based work to meet departmental/organizational needs
    • Maintains high level of confidentiality when handling sensitive information during the execution of departmental objectives
    • Prepares and/or assists in the finalization of a variety of high quality correspondence, complex presentations, slide decks and reports, written agreements, memos, letters, and other documents
    • Opens, sorts and distributes incoming correspondence, including faxes and email
    • Files and retrieves organizational documents, records and reports
    • Answers telephones and provides information to callers, takes messages and/or transfers to appropriate staff members
    • Creates, updates and facilitates complex and busy travel itineraries of multiple individuals
    • Manages multiple Outlook calendars with expertise (staff and departments)
    • Schedules, plans and coordinates a variety of events and meetings (in-house and off-site, ad hoc and recurring) which may include internal and affiliate staff members, outside consultants and key opinion leaders; duties may include booking arrangements, purchase of food, supplies and handout material, if appropriate, and recording of action items
    • Assists other administrative staff in scheduling and supporting meetings outside the specific department or area assigned
  • Creates, maintains and enters information into databases
  • Performs other departmental duties as assigned

 

 

Qualifications

  • Minimum High School degree or certification
  • 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
  • Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers and fax machines

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