Executive Administrator, Strategy & Government Affairs

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 make people smile by delivering breakthroughs 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, Massachusetts, and Ontario.

The Executive Administrator will provide comprehensive administrative and operational support to both the Head of North America Strategy Department and the Head of Government Affairs Department as a shared resource. This role requires exceptional organizational skills, discretion, and the ability to manage a wide range of tasks in a fast-paced, dynamic environment. The ideal candidate will serve as a critical point of coordination, ensuring the smooth functioning of departmental activities while maintaining a high level of professionalism and confidentiality. The Executive Administrator in this role should ideally be highly motivated and energetic, demonstrating attention to detail and problem-solving abilities.

This position reports to the Head of Strategy and the Head of Government Affairs.

Key Responsibilities:

Executive Support

• Act as the primary liaison between the Heads of both Departments and internal/external stakeholders.
• Manage all calendars, including scheduling meetings, appointments
• Handle travel arrangements, adhering to company policy
• When required, prepare meeting agendas, minutes, and follow-up action items.
• Draft, proofread, and edit correspondence, reports, presentations, and other documents.
• Assist in creating presentations and documents when needed.
• Handle confidential information with the utmost discretion.
• Complete expense reports according to policy and deadlines.

Administrative Operations

• Coordinate departmental communications and ensure timely dissemination of information.
• Oversee logistical arrangements for departmental meetings, events, and conferences, both onsite and offsite.
• Manage requests for office supplies and handle catering for on-site meetings.
• Support departmental budget preparation and management of budgets throughout the year.
• Manage documents effectively within company specific systems maintaining integrity of electronic document structure for the departments.
• Work within the internal contract and procurement systems to manage contracts, invoices, and payments related to departmental projects.

Project Management

• Assist in the planning and execution of departmental initiatives and projects.
• Support Department Heads, by tracking project timelines, deliverables, and budgets to ensure adherence to deadlines.
• Collaborate with cross-functional teams to align departmental goals with overall company objectives.
• Suggest and drive improvement processes when applicable.

Job Requirements:

Education

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

Experience

• At least 8 years in a corporate environment with pharmaceutical experience preferred.

Technical Skills

• Proficient in MS Office Suite and Outlook.
• Proficiency in notes, project, and data manipulation/presentation software is a plus.

Non-Technical Skills

• Demonstrated ability to organize, prioritize, meet deadlines, make decisions, and change course of action quickly.
• Strong interpersonal and communication skills.
• Strong work ethic is required.
• Detail oriented and excellent follow through.
• Has the ability to flex and deal with ambiguity in a dynamic, fast-paced, high growth environment.
• Has a passion for personal learning and development to be able to grow with the company.
• Cultural sensitivity and ability to develop consensus within a multinational organization.

Physical Demands and Working Conditions:

• Normal office environment with prolonged sitting and extensive computer work
• Requires up to 5% domestic travel

KKNA and all of its employees have an obligation to act in accordance with the law and with integrity in all our operations and interactions

It is the policy of Kyowa Kirin North America, Inc. to provide equal employment opportunity to all qualified persons without regard to race, religion, creed, color, pregnancy, sex, age, national origin, disability, genetic trait or predisposition, veteran status, marital status, sexual orientation or affection preference or citizenship status or any other category protected by law.

When you apply to a job on this site, the personal data contained in your application will be collected and stored by Kyowa Kirin, Inc. ("Controller"), which is located at 510 Carnegie Center Dr. Princeton, NJ 08540 USA and can be contacted by emailing kkus.talentacquisition.8h@kyowakirin.com. Controller's data protection officer can be contacted at usprivacyoffice@kyowakirin.com. Your personal data will be processed for the purposes of managing Controller's recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes. Such processing is legally permissible under Art. 6(1)(f) of General Data Protection Regulation (EU) 2016/679 ("GDPR") as necessary for the purposes of the legitimate interests pursued by the Controller, which are the solicitation, evaluation, and selection of applicants for employment.

Your personal data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by Controller to help manage its recruitment and hiring process on Controller's behalf. Accordingly, if you are located outside of the United States, your personal data will be transferred to the United States once you submit it through this site. The transfer will be made using appropriate additional safeguards under the standard contractual clauses approved by regulators for transfers of personal data outside the European Union.

Your personal data will be retained by Controller as long as Controller determines it is necessary to evaluate your application for employment. Under the GDPR, if you are located in the European Union, you have the right to request access to your personal data, to request that your personal data be rectified or erased, and to request that processing of your personal data be restricted. You also have the right to data portability, and to lodge a complaint with an EU supervisory authority. If you have any questions about our use of your data, you may contact us by email at usprivacyoffice@kyowakirin.com.

Recruitment & Staffing Agencies

Kyowa Kirin does not accept agency resumes unless contacted directly by internal Kyowa Kirin Talent Acquisition. Please do not forward resumes to Kyowa Kirin employees or any other company location; Kyowa Kirin is not responsible for any fees related to unsolicited resumes.

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