Executive Administrator, Regulatory Affairs and ICT

Kyowa Kirin is a fast-growing global specialty pharmaceutical company that applies state-of-the-art biotechnologies to discover and deliver novel medicines in four disease areas: bone and mineral; intractable hematologic; hematology oncology; and rare disease.  A Japan-based company, our goal is to translate science into smiles by delivering therapies where no adequate treatments currently exist, working from drug discovery to product development and commercialization. In North America, we are headquartered in Princeton, NJ, with offices in California, North Carolina, and Mississauga, Ontario.

The Executive Administrator performs and oversees all administrative related services for the Regulatory and Information Technology departments. This includes managing complex business calendars, coordinating meetings, coordinating travel arrangements, tracking action items, manage department contracts and follow-up on vendor payments. Position requires broad knowledge of corporate operations and policy.  A high level of administrative support and advanced computer technology experience is required. Ability to multi-task is essential.  The Executive Administrator must maintain confidentiality, operate with discretion with latitude for independent judgment and initiative. This role is reporting to Executive Director, Development and Product Strategy and Vice President, KKNA Regional Information Technology Head. This is hybrid role requiring two days a week in the office. 

Key Responsibilities:

•    Provide general administrative support and organizational skills to the Information Technology and Regulatory Leadership and team members, as needed
•    Responsible for the planning and coordination of meetings (on-site off-site): schedule meetings, reserve conference rooms, selection of off-site venues and contracting; preparation and distribution of meeting materials, coordinate audio visual equipment, and food needs; prepare and format documents into final form.
•    Manage contract process and payments/invoices from outside vendors utilizing Quickbase and Microsoft D365
•    Arrange and complete all aspects of travel: coordinate travel arrangements (domestic and international); prepare travel itineraries; monitor and process travel or other expense reimbursement in a timely manner.
•    Manage project timelines to ensure on-time performance, anticipate and mitigate issues and challenges.
•    Maintain calendars and monitor crucial due dates and important events as required.
•    Process incoming and outgoing e-mail. 
•    Draft and/or proof-read documents and presentations as needed utilizing a strong command of proper business writing and grammar. 
•    Prepare presentations as needed.
•    Send team and department communications as requested 
•    Attend meetings, prepare and maintain meeting notes.
•    Manage documents effectively from and to various software programs demonstrating confidence with various technologies and the ability to learn new technologies as necessary.
•    Maintain integrity of electronic document structure for the departments.
•    Handle general telephone/e-mail inquiries to department(s) and field/answer all routine and non-routine questions.
•    Identify urgent activities and manage or route appropriately
•    Suggest and drive improvement processes when applicable. 
•    Provide operational support to the global GRA organization as requested, executing assigned tasks and ensuring timely delivery.
•    Comply with all policies and procedures.

Qualifications:

Education
High School Diploma or GED required. Business school, associate degree or equivalent is a plus.

Experience
Minimum of eight (8) years in a corporate environment, with pharmaceutical experience preferred. Position requires a broad knowledge of corporate operations and policy. A high level of administrative support and advanced computer technology experience is required. Ability to multi-task is essential. Must operate with discretion and great latitude for independent judgment and initiative. 

Technical Skills
•    Advance proficiency with