Executive Administrator, Medical 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 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, North America Medical Affairs performs and oversees all administrative related services for the SVP, Chief Medical Officer, NA Medical Affairs. This includes managing complex business calendars, coordinating meetings, coordinating extensive travel arrangements, tracking action items and follow-up on activities of contractor administrative assistants. 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, Medical Affairs must maintain confidentiality, operate with discretion with latitude for independent judgment and initiative. This position reports to SVP, Chief Medical Officer, NA Medical Affairs.

Key Responsibilities:

• Provide general administrative support and organizational skills to the SVP, Chief Medical Officer, NA Medical Affairs as well as Medical Affairs 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.
• Arrange and complete all aspects of travel: coordinate team 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 on behalf of KKNA Chief Medical Officer, Head of KKNA Medical Affairs
• Attend meetings, prepare and maintain meeting notes.
• Manage documents effectively from and to various software programs (e.g., Excel) demonstrating confidence with various technologies and the ability to learn new technologies as necessary.
• Maintain integrity of electronic document structure for the departments.
• Manage payments/invoices from outside vendors
• 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.
• Comply with all policies and procedures.

Job Requirements:

Education

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

Experience

• Minimum eight (8) years’ administrative experience supporting senior executives
• Experience in pharma/biotech preferred

Technical Skills

• Advanced proficiency with Microsoft Office Suite(Word, Excel PowerPoint, and Outlook).
• Strong interpersonal and communication skills (both oral and written)

Non-Technical Skills

• Demonstrated ability to organize, prioritize, meet deadlines, make decisions, and change course of action quickly. Strong work ethic and integrity 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

The anticipated salary for this position will be $90,000 to $93,000.  The actual salary offered for this role at commencement of employment may vary based on several factors including but not limited to relevant experience, skill set, qualifications, education (including applicable licenses and certifications, job-based knowledge, location, and other business and organizational needs.

The listed salary is just one component of the overall compensation package. At Kyowa Kirin North America we provide a comprehensive range of benefits including:

• 401K with company match
• Discretionary Profit Sharing
• Annual Bonus Program (Sales Bonus for Sales Jobs)
• Generous PTO and Holiday Schedule which includes Summer and Winter Shut-Downs, Sick Days and, Volunteer Days
• Healthcare Benefits (Medical, Dental, Prescription Drugs and Vision)
• HSA & FSA Programs
• Well-Being and Work/Life Programs
• Life & Disability Insurance
• Concierge Service
• LTI (based on role and performance)
• Pet Insurance
• Tuition Assistance
• Employee Referral Awards

The compensation and benefits information set forth in this posting applies to candidates hired in the United States. Candidates hired outside the United States will be eligible for compensation and benefits in accordance with their local market.

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.