Administrative Assistant, Commercial (Finance)

Overview
This role will provide administrative support to Commercial Teams (or as assigned) in all day-to-day processes including calendar management, meeting coordination, travel planning, processing expense reports, maintaining office supplies, and providing administrative and event logistic support to the Meeting Planning team. This role is pivotal in ensuring smooth operations and effective communication across teams and must have the ability to build and maintain professional presence and relationships, strong attention to detail, as well as excellent communication, organization and follow-up skills.
Responsibilities
Commercial Administration

• Manage executive and their team members calendars and schedule appointments/meetings
• Responsible for coordinating meeting across multiple calendars, reserving and preparing conference rooms, handling catering arrangements, taking detailed minutes, managing RSVPs, etc.
• Process expense reports for team members according to billing statements in timely manner
• Assist with corporate and department initiatives development and execution
• Coordinate extensive travel planning and itineraries for team members (both domestic and international) utilizing travel management software and working with a travel agency
• 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.
• Provide support in resolving administrative issues
• Printing, Copying, filing of the documents and materials
• Handle mailing overnight/shipping as requested
• Perform other administrative or office duties and Ad-hoc projects as assigned
• Maintain/responsible for storage closet

Meeting Planning Administration

• Provide clerical and operational support to Meeting Planning team
• Manage Contract Process and navigate internal and external clients
• Responsible for managing the payment process for all Meeting Planning projects by creating purchase orders and processing invoices for payment collaborating with Finance partners as a team's liaison
• Responsible for New Vendor set up for all Meeting Planning projects to execute payment process in timely manner
• Process Meeting Card expense reports in timely manner
• Cordinate with Meeting Planning strategic partners to gather information needed to process contracts/payments/expense reporting
• Provide support to internal clients in accurately completing the Meeting Request Form
• Assist with Meeting Planning team with printing, catering, shipping, and other administrative tasks as needed
• Monitor Meeting Planning outlook inbox if assigned
• Support meeting/event on-site as assigned

Minimum Job Requirements
Qualifications

• Bachelors' degree preferred, but not required with applicable experience
• Minimum of two (2) years of administrative experience supporting multiple levels of management and their direct reports
• Experience supporting Meeting Planning, Marketing or other Commercial functions is a plus
• Experience in the pharmaceutical industry 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 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 and maintain professional presence and 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 be familiar with a variety of administrative concepts, practices and procedures.
• Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ. Office presence is required at least 3 days per week.

Essential Physical and Mental Requirements

• Ability to articulate clearly and conduct verbal presentations with large and small audiences.
• Ability to travel via automobile and/or airplane.
• Ability to view video display terminal images
• Ability to operate a computer keyboard and telephone.
• Ability to sit for extended periods of time - up to four (4) hours at a time.
• Ability to lift, tug, pull up to fifteen (15) pounds.

DisclaimerThe job description is not designed to cover or contain a comprehensive listing of requirements, duties or responsibilities that are required of the employee. Other requirements, duties and responsibilities may change or be assigned at any time with or without notice. You acknowledge and agree that information described herein may be disclosed to applicable regulatory authorities, alliance partners and/or third-party service providers as necessary for Shionogi to fulfil its obligations under applicable laws, including but not limited to compliance with regulatory inspections and/or audits.
EEO
Shionogi Inc. is an equal opportunity/affirmative action employer.All qualified applicants will receive equal consideration for employment opportunities based on valid job requirements without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, 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 in compliance with all federal, state, and local requirements to recruit a diverse pool of 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 ShionogiHR@shionogi.com.