Executive Administrator, Quality Assurance Department

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 areas of unmet need: oncology, nephrology, immunology and CNS/movement disorders. The North America organization includes three offices (in New Jersey and California) that focus on drug discovery, product development, and commercialization. Together, we work as a close-knit team to understand clinical needs and advance innovations that can have a profound impact on patient lives.

Job Summary: Performs and oversees all administrative related services for Global Head, Quality Assurance, QA Leadership Team and staff.  Position requires broad knowledge of corporate operations and policy. A high level of administrative support and advanced computer technology experience is required. The ability to multi-task is essential. Must operate with discretion and great latitude for independent judgment and initiative. This is a hybrid role in our Princeton, NJ office. 

Reports to: Global Head, Quality Assurance

Key Responsibilities:

• Provide general administrative support and organizational skills to the QA Leadership & team members, locally and globally.
• Responsible for the planning and coordination of meetings (on-site off-site) involving staff: schedule meetings, reserve conference rooms, preparation and distribution of meeting materials, coordinate audio visual equipment, and food needs; prepare and format documents into final form. Meetings and events may include the following:
  • Full calendar/meeting management support
  • QA Leadership Team Meetings
  • Quality Management Review
  • Quality Leadership Team Meetings
  • Internal Audits and Inspections
  • Quality Week activities
  • Lunch & Learn Meetings
  • Other Team Events
• Effectively utilize travel and meeting policies and procedures to complete all aspects of travel: coordinate all aspects of team travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel or other expense reimbursement in a timely manner; and maintain calendar and monitor crucial due dates as required.
• Coordinate QA project management activities and administer general metrics management.
• Assists with the implementation of policies and procedures related to QA budgeting and analysis.
• Process incoming and outgoing e-mail & maintain calendars bringing attention to crucial matters.
• Comply with policies and procedures and manage project timelines to ensure on-time performance.
• Draft and/or proof-read documents and presentations as needed utilizing a strong command of proper business writing and grammar.
• Attend meetings, prepare and maintain meeting notes.
• Manage data and prepare QA presentations as needed.
• Manage documents effectively from and to various software programs demonstrating a comfort level with various technologies and quickly learn technologies as necessary.
• Maintain integrity of electronic document structure for the departments.
• Manage purchase orders/payments/invoices from outside vendors including use of Stella database.
• Assist with creation of contracts in QuickBase system
• Handle general telephone/e-mail inquiries to department(s) and field/answer all routine and non-routine questions. Capable of identifying urgent activities.
• Suggest and drive improvement processes when applicable.
• Other duties as assigned.

Job requirements:

• High school diploma or equivalent. Associate’s degree of equivalent is a plus
• Minimum eight (8) years administrative experience, working as executive support with increasing responsibility. Pharma/Biotechnology experience preferred.
• Strong skill level with Microsoft Office suite (Word, PowerPoint, and Excel) including solid experience with Microsoft Outlook and calendaring for multiple team members.
• Demonstrated knowledge in Project/Planning management and budget support highly preferred.
• Highly proactive, taking ownership to anticipate needs and adept at managing up and downstream.
• Creative, flexible, well organized
• Resourceful, detail-oriented, with the ability to promptly assess documents for accuracy and consistency.
• Exceptional communication skills, both verbal and written
• Excellent problem-solving skills.
• Ability to handle sensitive and confidential information and situations.
• Professional appearance and telephone manner
• Cultural sensitivity and ability to consensus within a multi-national organization

Additional Requirements: This role may require up to 5% domestic